About Us
We are a custom HVAC equipment manufacturer based in Dundas, Ontario, specializing in custom air handling units (AHUs) and make-up air units (MUAs) for commercial and industrial applications across Canada and the United States.
We are seeking a highly organized and motivated Purchasing & Administration Coordinator to join our team. This role is responsible for supporting purchasing activities, supplier coordination, accounts payable, payroll administration, ERP system administration, and general office operations. The successful candidate will work closely with production, engineering, suppliers, and management to ensure materials are ordered on time, records are maintained accurately, and administrative processes run efficiently.
This position is ideal for someone who enjoys organization, problem-solving, working with suppliers, and supporting the day-to-day operations of a growing manufacturing company.
Duties
- Create and issue purchase orders to suppliers.
- Obtain pricing, quotations, and lead times from vendors.
- Follow up on order acknowledgements, delivery schedules, and outstanding shipments.
- Track purchase orders and maintain accurate purchasing records.
- Coordinate with engineering and production teams to ensure materials are ordered and delivered on schedule.
- Assist in identifying and qualifying new suppliers when required.
- Enter supplier invoices and bills into QuickBooks.
- Process accounts payable and prepare payments for approval.
- Assist with payroll administration and employee documentation.
- Reconcile company credit card transactions and expense receipts.
- Maintain organized electronic and physical filing systems.
- Assist with benefits administration, onboarding paperwork, and general HR documentation.
- Coordinate courier shipments, deliveries, and office supply purchases.
- Support inventory tracking and purchasing-related reporting.
- Maintain and update purchasing, inventory, supplier, and job information within the company's ERP system.
- Enter and manage purchase orders, receipts, supplier records, and related transactions within the ERP system.
- Assist with ERP system implementation, data management, process improvements, and ongoing administration.
- Generate reports and track purchasing, inventory, and operational metrics using the ERP system.
- Communicate professionally with suppliers, customers, and internal team members.
- Maintain a clean, organized, and efficient office environment.
- Assist management with administrative projects and operational support as required.
Skills & Qualifications
- Previous experience in purchasing, administration, accounts payable, bookkeeping, office coordination, or a related role.
- Experience working in a manufacturing, HVAC, construction, or industrial environment is considered an asset.
- Proficiency with Microsoft Office, including Outlook, Excel, and Word.
- Experience with QuickBooks is considered an asset.
- Experience using ERP systems in a manufacturing environment is considered an asset.
- Experience with purchasing, inventory, production, or accounting modules within an ERP system is preferred.
- Strong computer skills with the ability to learn and adapt to new software platforms and business systems.
- Experience participating in ERP implementation, migration, or process improvement projects is considered an asset.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong communication and interpersonal skills.
- Professional and customer-focused approach when dealing with suppliers and vendors.
- Ability to read and interpret bills of materials (BOMs), purchase orders, and technical documentation is considered an asset.
- Experience with payroll processing is considered an asset.
- Commitment to confidentiality and professional handling of company information.
- Strong problem-solving skills and a proactive attitude.
What We Offer
- Competitive compensation commensurate with experience, skills, and qualifications.
- Full-time, long-term opportunity.
- Health and dental benefits following the probationary period.
- Opportunity to work within a growing manufacturing company.
- Dynamic and fast-paced work environment.
- Supportive team atmosphere.
- Opportunities for career growth and advancement.
This position offers an engaging work environment where organization, initiative, and teamwork are valued. Candidates should be committed to accuracy, professionalism, and continuous improvement in all aspects of their work.
Job Type: Full-time
Benefits
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Pay: $45,000.00-$55,000.00 per year
Work Location: In person
