Purchasing Agent

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.

• 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.

• Additional responsibilities as needed to support the community and uphold our shared values.

• 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…