Procurement Administrator

Job summary

The Procurement Administrator manages purchase orders, subcontractor documentation, and vendor compliance to support the procurement function. Key duties include processing requisitions, coordinating billing packages, and ensuring all mandatory health and safety documents are valid.

Job details

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs. Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, bridges, concrete forming, marine, environmental remediation and treatment plants / pumping stations. If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel. Summary The Procurement Administrator is responsible for supporting the procurement function through the administration of purchase orders, subcontractor documentation, and vendor compliance. This role manages purchase orders, tracks and maintains procurement records, including Certificates of Insurance and WSIB certificates, and ensures documentation is accurate, complete, and compliant with company requirements. The Procurement Administrator will report directly to the Procurement Manager. Location: Clearway's Head Office – Maple, ON. Hours of Operations: 8:00 am to 5:00 pm As a heavy civil contractor, Clearway’s workforce requirements can fluctuate with project schedules and anticipated contract awards. We are currently seeking skilled candidates to join our team and encourage qualified applicants to submit their application. Essential Duties & Responsibilities Receive and process purchase order (PO) requests from internal departments and project teams. Review and validate purchase requisitions to ensure accuracy, completeness, and compliance with company policies. Verify that all required supporting documentation is received before issuing purchase orders. Communicate with project teams and suppliers regarding purchase order status, delivery schedules, and procurement updates. Monitor and manage open purchase orders, ensuring timely follow-up, updates, and closures. Resolve discrepancies related to purchase orders by working collaboratively with vendors, suppliers, project teams, and internal stakeholders. Create and format billing templates for change order processing. Prepare lump sum quotations for additional work and process daily work sheets for Time and Material-based change orders. Coordinate with site and accounting personnel to retrieve backup documentation required for billing approvals, including packing slips and vendor invoices. Prepare final billing packages for review by Project Managers, tracking change orders, revisions, and resubmittals. Maintain and file project-related soft copies and documentation. Initiate procurement processes with subcontractors, ensuring collection, electronic filing, and management of mandatory Health & Safety (MOL) documents before work begins. Issue, manage, and track purchase orders. Close out subcontracts and purchase orders, removing any open commitments as applicable. Enter and reconcile change orders/overages for subcontractors and prepare documentation for audits, approvals, and signatures. Regularly update subcontractor tracking sheets to ensure all mandatory documents are on file and coordinate with the CCI H&S department. Provide clearance for subcontractors to mobilize to site once all required documentation is received and remains valid. Coordinate with site staff to track active subtrades and ensure compliance with company programs. Reconcile subcontractor billings as per contract documents and submit invoices to Project Managers for review and approval. Scan, update, and send signed change orders to subcontractors for review and signature. Ensure all documents related to change orders, invoices, and signed approvals are completed and organized in project files. Follow up with subcontractors regarding Statutory Declarations, Form 7 (Declaration of Last Supply), and related documents for holdback release. Ensure subcontractors’ WSIB Certificates and Certificates of Insurance (COI) are up to date and attached to all billings received. Email invoices from accounting to on-site Project Managers. Source, evaluate, and assist in Contract negotiations, pricing, and terms with vendors and suppliers. Manage purchase requisitions and approvals in accordance with procurement policies. Monitor inventory levels and coordinate material/equipment needs with project teams. Maintain and update a database of vendors, including contacts, work types, awarded work volume, and performance evaluations. Assist in administrative functions for invoice processing, generating subcontractor payment certificates, and sorting/matching packing slips. Complete additional assignments and responsibilities as requested by Senior Management Requirements Post-Secondary Education/College Diploma preferred Experience within the construction industry considered an asset Excellent knowledge of MS Office Word and Excel Experience with Jonas Construction Software considered an asset Detail oriented, and able to multi-task under the pressure of deadlines Strong interpersonal and communication skills Effective time management and organizational skills Proven ability to work independently and within a team environment Must be legally eligible to work in Canada – no work permit sponsorship is available for this position. Benefits Competitive Salary with annual cost of living increases Annual Bonus Program Group RRSP with 100% Matching 100% Company Paid Benefits Extended Health Care Dental Care Vision Care Disability Insurance Vacation & Personal Days, plus Paid Holiday Shutdown Parental Leave Top-up Program Employee Assistance Program (EAP) Life Insurance Wellness Programs Free On-site Parking Casual Dress Salary Range: $50,000 - $60,000 (CAD) The posted salary range is intended to provide transparency and may vary based on experience, skills, and qualifications. Aoda Clearway is committed to maintaining an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Disability-related accommodation during the application process is available upon request.

What you’ll do

The Procurement Administrator manages purchase orders, subcontractor documentation, and vendor compliance to support the procurement function. Key duties include processing requisitions, coordinating billing packages, and ensuring all mandatory health and safety documents are valid.

Requirements

A post-secondary education or college diploma is preferred, with construction industry experience and knowledge of Jonas software considered assets. Candidates must be detail-oriented, possess strong communication skills, and be legally eligible to work in Canada.

Benefits

• Annual cost of living increases • Annual bonus program • Group RRSP with 100% matching • 100% company paid benefits • Extended health care • Dental care • Vision care • Disability insurance • Vacation & personal days • Paid holiday shutdown • Parental leave top-up program • Employee assistance program (EAP) • Life insurance • Wellness programs • Free on-site parking • Casual dress

Listed skills

• Time management · Preferred
• Detail-oriented · Preferred
• record keeping · Preferred
• Multi-Tasking · Preferred
• interpersonal communication · Preferred
• Procurement · Preferred
• Contract Negotiation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Purchase Order Administration
• Vendor Compliance
• Subcontractor Management
• MS Office Word
• MS Office Excel
• Jonas Construction Software
• Billing Templates
• Contract Negotiation
• Inventory Monitoring
• Time Management
• Organizational Skills
• Interpersonal Communication
• Detail Oriented
• Multi-tasking
• Record Keeping
• Procurement

Job areas

• Construction
• Administrative
• Logistics
• Finance & Accounting