Position Summary

This position is responsible for purchasing, stocking and monitoring supplies of services in an efficient and economical manner for four companies. Note: This position is a 15 month contract covering a maternity leave.

Key Responsibilities:

• Inventory & Procurement Management: Purchase and monitor stock levels of tools and office supplies using manual or computerized systems; prepare purchase orders and verify supplier invoices.

• Distribution & Tracking: Coordinate the distribution of supplies to field and office staff; maintain accurate inventory usage records for internal reporting and Accounts Receivable.

• Vendor & Logistics Coordination: Establish and maintain supplier relationships; resolve delivery issues; and ensure purchases remain within budget.

• Courier Services: Coordinate mail and courier services, including scheduling pickups, ensuring proper packaging, and labeling, selecting appropriate mailing options (e.g., standard, express) based on urgency and cost, tracking outgoing packages, providing proof of dispatch, and sorting mail by department.

• Facility Oversight & Security: Monitor building access points and ensure appropriate security measures are maintained.

• Scheduling: Develop daily, weekly, or monthly work schedules based on business needs; collect employee availability, shift preferences, and time-off requests; adjust as needed in response to last-minute changes (e.g., sick calls, emergencies, workload shifts); ensure schedules align with staff availability.

• Compliance & Reporting: Enforce company and regulatory safety policies; prepare monthly usage reports for Finance and Operations.

Key Competencies

• Organizational Awareness

• Verbal and written communication skills

• Confidentiality

• Professional personal appearance

• Customer service oriented

• Information management

• Organizing & planning skills

• Attention to detail

• Reliability

• Stress tolerance due to fluctuations in workload – sometimes requiring overtime hours.

Education and Experience

• High school diploma generally required

• Completion of college, or other business administration courses are an asset

• Knowledge of general administrative and clerical procedures

• Knowledge of computers and relevant software applications: Microsoft Office, Internet, data entry

• Strong keyboard skills

• Strong mathematical ability

Working Conditions

• Typical office hours: Monday to Friday – 8:30 am – 5:00 pm
• Light to infrequently moderate physical effort. It requires handling of light and moderate weight objects including office equipment and other office supplies and, frequently, sitting for prolonged periods of time while using the telephone and computer.