Procurement Assistant- Commercial Services chez Kalos Services Inc.

Description

The Procurement Assistant reports to the Department Director and is responsible for supporting all procurement activities related to commercial HVAC and refrigeration equipment and parts. This position demands a strong focus on maintaining excellent relationships with suppliers and internal stakeholders, integrity, and excellent time management to fulfill orders on time while managing costs.

The position will generally require reporting to work Monday through Friday from 8:00 a.m. until 4:30 p.m. with a 30-minute lunch break.  Overtime may be required.  This position requires basic knowledge of purchasing, spreadsheets, and electronic communication with suppliers and internal stakeholders.  

Compensation

• Hourly Rate: $22 - $26 per hour (based on experience)
• Bonuses: Discretionary quarterly bonuses based on performance metrics.

Key Metrics for review:

• Accurate Purchasing: Procure materials and commodities at the best possible prices.
• Proactive Planning: Ensure all necessary materials are ordered and available before the project's start date.
• Effective Communication: Maintain clear and proactive communication with superintendents and project managers, keeping them informed about all orders.
• Order Tracking: Accurately track and document all purchase orders.
• Blueprint Review: Assist in reviewing project plans to ensure no items are missed. 

Requirements

• Vendor Relationship Management: Establish and maintain relationships with key vendors, ensuring high-quality goods and timely delivery.
• Order Management: Assist in processing purchase orders, tracking deliveries, and managing inventory levels.
• Cost Control: Work closely with the Procurement Manager to evaluate supplier quotes and contracts to ensure cost-effectiveness.
• Spreadsheet Management: Utilize spreadsheets to track, analyze, and report on key procurement metrics. 
• Quality Assurance: Ensure the quality of all received parts through rigorous checking procedures.
• Internal Communication: Serve as the liaison between procurement and other departments, ensuring clear and accurate communication.
• Problem-Solving: Address and resolve any issues related to orders, shipping, or quality.
• Documentation: Maintain all procurement documents such as invoices, delivery notes, and supplier contracts in an organized manner.
• Policy Compliance: Ensure all procurement activities adhere to relevant laws, regulations, and company policies.
• Continuous Improvement: Proactively identify and implement opportunities for process and cost optimization.
• Coordinate with the Warehouse team to review in-house stock and/or identify materials returned from previous projects that can be reused before purchasing new items

Skills & Qualifications:

• Minimum 2 years experience in a similar role, preferably within the HVAC or refrigeration industry preferred.
• High school diploma or equivalent; Associate's degree in Business or a related field preferred.
• Strong integrity and ethical grounding.
• Excellent communication skills, both verbal and written.
• High proficiency in spreadsheet software, such as Microsoft Excel or Google Sheets.
• Ability to manage multiple tasks and projects concurrently, with excellent attention to detail.
• Strong interpersonal skills and a customer service orientation, with the ability to interact effectively at all levels within the organization.
• Must be a self-starter with the ability to work independently.