Position Summary
Seabird Island is committed to fostering operational excellence through responsible procurement practices that support our programs and services. We are dedicated to creating a culturally safe and inclusive environment that respects and values Indigenous knowledge, traditions, and ways of being. We are seeking a Purchasing Agent to join our team, working collaboratively to enhance procurement processes across departments.
Under the direction of the Purchasing Manager, the Purchasing Agent is responsible for verifying goods and service orders, preparing and forwarding purchase orders, confirming receipt of goods and services, and authorizing payments. This role ensures departments have the materials and services they need for daily operations by researching cost-effective suppliers and staying current on market and pricing trends. The Purchasing Agent also plays a key role in supporting program teams and community services through timely and efficient procurement.
What You'll Do
- Assist with the development of cost-effective purchasing strategies. Review and evaluate current procurement activities and recommend improvements when and where required.
- Purchase the highest quality goods/materials/supplies at the lowest possible price and in the specified amounts.
- Prepare and implement effective negotiation tactics in the purchasing of goods and supplies. Negotiate or renegotiate, and administer contracts with suppliers, vendors, and other representatives.
- Prepare purchase orders, solicit bid proposals, and review requisitions for goods and services.
- Prepare purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department.
- Complete coding on purchase orders and invoicing as required.
- Submit goods and service orders as required.
- Research and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capacities, and the supplier’s reputation and history.
- Manage relationships with key suppliers/vendors to maintain quality of goods, timely delivery, and compliance to terms of contract.
- Coordinate with suppliers to resolve any performance/standards related issues.
- Develop contract terms and conditions and administer contract changes as required. Prepare contract agreements and other documentation as needed.
- Analyze price proposals, financial reports, and other data and information to determine reasonable prices.
- Monitor and follow applicable laws and regulations. Ensure compliance with purchasing/procurement/financial procedures and contract requirements.
- Verify purchase requisitions by comparing items to master list; clarifying unclear items; resolve shipment errors; and recommend alternatives as needed.
- Monitor shipments to ensure that goods come in on time, and in the event of problems, trace shipments, expedite orders and follow-up on undelivered goods.
- Confer with staff, users, and vendors to discuss defective or unacceptable goods or services and determine corrective action.
- Evaluate and monitor contract performance to ensure compliance with contractual obligations and to determine the need for changes.
- Manage, maintain, and review records of items purchased, costs, delivery times, product performance and inventories, updating records as required.
- Review catalogs, industry periodicals, directories, trade journals, and internet sites, and consult with other department personnel to locate necessary goods and services.
- Interview vendors and visit suppliers’ distribution centers to examine and learn about products, goods, services and prices.
- Arrange the payment of goods and services, duty and freight charges, as required.
- Write and review product specifications, maintaining a working technical knowledge of the goods or services to be purchased.
- Monitor changes affecting supply and demand, tracking market conditions, price trends, or future markets.
- Assist with the implementation of policies and procedures for bid proposals and the procurement of goods and services.
- Attend meetings, trade shows/events/fairs, exhibitions, conferences, conventions, and seminars as required.
- Prepare and submit detailed reports (annual report, revenues, buying expenditures, etc.) as required.
Other Duties
- Additional responsibilities as needed to support the community and uphold our shared values.
Working / Special Conditions
- Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
- Initial and ongoing commitment to the values and guidelines of Sq'éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.
- Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to effectively support projects, work, and initiatives.
What You Bring
- High School Diploma or GED
- Certificate or Diploma in business administration, Commerce, Management, Accounting, Economics or other equivalent Post-Secondary Education is an asset.
- 3-5 years’ experience in a Purchasing Agent capacity or similar role
- Advanced budgeting, negotiation, bargaining and decision-making skills.
- Ability to develop strong relationships with stakeholders, vendors, and suppliers. Excellent customer service skills.
- Resourceful. Strong research and analytical skills and ability to problem solve.
- Excellent time management and organizational skills.
- Keen eye for detail and a commercial mindset.
- Ability to balance competing priorities, multitask, and to work under pressure.
- Able to demonstrate flexibility and creativity when called upon.
Preferred:
- Indigenous candidates are strongly encouraged to apply.
- Lived experience as a member of a First Nations community.
- Knowledge and understanding of Seabird Island’s culture, traditions, teachings, community dynamics.
- Ability to respond quickly and professionally to community or colleague needs and inquiries.
- Excellent writing, editing, and verbal communication skills.
Cultural Competency:
- Understanding of Indigenous cultures, traditions, and contemporary issues.
- Experience working within Indigenous communities and applying culturally safe practices.
How to Apply
- Have a question about this role before you apply? Email [email protected].
- Interested candidates are invited to submit their resume and a cover letter sharing how your experience aligns with this role.
Pre-Employment Screening
Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.
Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.
We thank you for your interest. Only those selected for an interview will be contacted.
