Purchasing Administrator

POSITION SUMMARY

The Purchasing Administrator is responsible for providing support to the Manager, Purchasing with specific duties, responsibilities, and projects. This position is a 6-month contract, with the possibility of extension and requires in-office attendance a minimum of four (4) days a week.

RESPONSIBILITIES

Compliance

• Centrally manage annual fire alarm/suppression system testing, documentation, and deficiency tracking for Realstar properties.
• Ensure issuance of annual fire alarm certificates.
• Maintain records for fire safety plans, fire monitoring, fire hydrant testing, garage CO system calibration, hydrostatic pipe testing, backflow prevention testing, and roof anchor inspections.
• Log and coordinate completion of elevator safety directives and fire safety inspection reports before compliance deadlines.
• Manage vendor compliance by supporting onboarding of new vendors and maintaining up-to-date WCB/WSIB/CNESST clearances and insurance certificates.

Procurement & Inventory Management

• Support in the tender process for various preventative maintenance contracts and annual services.
• Summarize and communicate notices for annual service activities.
• Prepare contracts and liaise with authorized signatories.
• Maintain a library of approved appliances, plumbing/electrical/cleaning supplies, and de-icing chemicals.

Operational & Administrative Support

• Track completion of CPS (Capital Project Summary) preparation and approvals.
• Provide day-to-day support to operations and accounting teams.
• Support Electronic Fund Transfers, including data entry into Yardi.
• Distribute seasonal reminder memos in coordination with SVP.

REQUIRED SKILLS & EXPERIENCE

• Post-secondary degree in Business Management Administration or Purchasing Management or Purchasing Designation (CPSM, CSCP or CPP)
• Minimum of three (3) years of Purchasing/Procurement experience
• Advanced software skills especially in Microsoft Excel, Word and Outlook
• Experience with cost analysis
• Excellent organizational skills and attention to detail
• Able to manage multiple priorities within urgent timelines
• Adaptable to changing priorities and timelines
• Excellent communication and interpersonal skills
• Ability to work independently to complete required responsibilities
• Property management experience preferred
• Experience with Yardi and Sharepoint is an asset

To apply, please use the job title as the subject line and send your resume to [email protected].

We thank all those who apply, but only those selected for an interview will be contacted. Realstar is committed to reflecting the diverse communities we serve. We encourage applications from our diverse communities, including Indigenous Peoples, persons with disabilities, women, visible minorities, LGBTQ+ persons and those who are able to speak fluently in a language(s) other than English.

Realstar supports equal opportunity initiatives. Accommodation will be provided in all stages of the hiring process. Contact us for any accommodation requests, and we will work with you to meet your needs.