Junior Project Buyer

Victoria, B.C., Ottawa, ON., (CAN.), Hybrid

Position Summary

Thales has a vacancy for a Junior Project Buyer to be responsible for coordinating and executing procurement activities for assigned projects, ensuring all goods and services are sourced to meet project specifications, timelines, and budgetary requirements. This role manages the full purchase cycle, engages in supplier negotiations, fosters supplier relationships, and collaborates with cross-functional teams to support project goals while adhering to company policies and ethical standards.

Regulatory Compliance Requirement

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and /or the US the Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Key Areas of Responsibility

Request-to-Order Fulfilment (PR to PO):

• Receive, review, and process internal purchase requisitions (PR) for project-specific goods and services in accordance with company policies and requirements.

• Convert PRs into accurate and compliant purchase orders (PO), verifying commodity codes, ship-to locations, supplier information, and required documentation (with guidance as needed).

• Check PO details for completeness and compliance before release (e.g., contractual/quality requirements, lead times, and ordering constraints).

• Serve as a point of contact for internal stakeholders to clarify PR/PO details and resolve discrepancies.

Sourcing & RFx/RFP Administration
:

• Support sourcing activities for project requirements, including assisting with RFx/RFP documentation and coordination.

• Help organize and administer RFx/RFP communications (e.g., issuing documents, collecting responses, and maintaining supporting records).

• Support local negotiations as delegated, ensuring outcomes are accurately reflected in PO terms and documentation.

PO Management, Expediting & Delivery Tracking
:

• Manage PO administration end-to-end, including PO creation, PO acknowledgment follow-up, and maintaining order records.

• Proactively expedite and track purchase orders to support on-time delivery and adherence to contractual terms and quality standards.

• Monitor delivery progress and identify risks such as delays, backorders, or incomplete confirmations; escalate as required.

• Provide timely updates to internal stakeholders on order status, delivery commitments, and expected changes.

Supplier Coordination & Issue Resolution
:

• Liaise with suppliers to secure PO acknowledgment and delivery commitments and maintain strong supplier relationships.

• Support resolution of order discrepancies, supplier disputes, and delivery/invoicing issues; escalate significant matters to the Supply Chain Manager, Category Buyers/Managers, or Procurement Project Managers.

• Coordinate with suppliers and internal teams to manage changes, cancellations, or amendments to POs when required.

Invoice Resolution & Supplier Support (with AP/Finance
):

• Support invoice resolution by following up on supplier queries, missing information, or discrepancies impacting PO/invoice matching.

• Liaise with suppliers to obtain accurate and timely invoice details as needed, and coordinate with internal teams to drive resolution.

• Support accounts payable follow-ups on outstanding or missing invoices, maintaining clear records of communications and actions.

Reporting, Cost/Status Monitoring & Continuous Improvement
:

• Monitor and report on purchasing activities, including open order status, basic cost/status tracking, and visibility of sourcing opportunities (with guidance).

• Support KPI tracking and continuous improvement initiatives in collaboration with the Supply Chain Manager.

• Identify process improvement opportunities (e.g.,…