BCIT’sCorporate Servicesdepartment is seeking a**regular, full-time (1.0FTE) Purchasing Assistant.**This position performs a variety of duties related to clerical, administrative support and purchasing activities within the Purchasing and Logistics Departments. Responsibilities include: distribution ofpurchase requisitions, purchase order/releases, expediting purchase orders, ordering low-value goods/services, maintaining Petty Cash and “Imprest” accounts, maintaining departmental files, such as requisition, control purchase orders, correspondence, etc., and providing customer service activities tocustomers and suppliers regarding the status of orders. This position is also responsible for preparing competitive bid documents and subsequent analysis of bidder responses for input into summary spreadsheets for presentation to the Senior Buyers. In addition, the position also provides administrative support to the senior staff positions and, when required, receptionist duties for the Purchasing Department.

Duties & Responsibilities

DUTIESANDRESPONSIBILITIES

Provides purchasing support by:

• Providing clerical and administrative support services to the Senior Buyers, Buyer, and Central Stores Supervisor positions. This includes preparing and issuing Letters of Offers, Requests for Proposals, low-level purchasing, Invitations to Tenders, and correspondence, budget, and departmental reports.
• Summarizing Letter of Offer, Request for Proposal, and Invitation to Tender responses and results for input into summary spreadsheets for presentation to the Senior Buyers.
• Maintaining data integrity of the purchase order and expediting systems, including liaising with departments and suppliers regarding the status of individual and Institute orders. This includes assisting with issues related to shipping and deliveries.
• Expediting the requesting department’s orders, ensuring the receipt of ordered materials, supplies and services within required time periods.
• Preparing and maintaining BCIT visa, Imprest, and petty cash funds, including payments, reimbursements, and account controls and reconciliation.
• Determining source of supply from appropriate defined vendor lists, literature catalogues, and researching new supplier sources with final award approval made by a Buyer/Senior Buyer and/or Assistant Director.
• Reviewing completeness of requisitions with particular emphasis towards budget signing level authorities, appropriate budget application (capital or operating) and quantity, as well as specific details.
• Determining pricing, availability, quality and, if necessary, samples for evaluation with the requester.
• Understanding BCIT Supply Management Division policies and procedures with an emphasis on the purchasing procedures and control requirements.

Provides clerical and administrative support by:

• Processing and placing designated purchase order releases as directed from pre-approved standing orders with pre-determined order quantities
• Filing and archiving purchase orders, purchase requisitions, correspondence, etc.
• Data entry, updating and maintaining Banner™ ERP system with purchase requisition, purchase order, and supplier information
• Updating, as directed, the Supply Management computerized and/or manual systems
• Ensuring timely opening and distribution of department mail to the appropriate departmental staff members
• Greeting incoming customers and providing customer-centric services
• Assisting the buyers in ongoing online systems contract maintenance and training of the BCIT community as required
• Processing and ordering bus rental requests and other standing order requests as assigned
• Ordering and maintaining Department’s business equipment, office stationery, and supplies as required
• Running system-generated departmental reports using Cognos® on request or per schedule
• Reviewing activity and maintaining X-order (blanket) and Agreement renewals using system-generated reports
• Ensuring the continued establishment, organization and maintenance of the Department’s catalogue reference library and literature information files.
• Cross-referencing and matching purchase requisition signing authority signatures with Budget Unit Master Log as required.
• May be required to provide back-up support to perform partial duties in the absence of the Purchasing Systems Coordinator.
• Acts as departmental receptionist in an open, friendly, and professional manner.
• Undertakes, as required, all clerical duties; e.g. photocopying, filing, faxing, and distributing materials.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).

Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications

QUALIFICATIONS

**Definition:**The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e., to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education:

• Grade 12 plus completion of 6 months’ formal training courses (i.e., related business courses).

Experience:

• Two years’ general office experience, plus up to one year’s current practical experience in a similar position, preferably in a computerized purchasing environment.

Software/Computer Application(s) and Expertise:

• Proven experience and proficiency with Microsoft, Word and Excel (intermediate to advanced level).
• Proven experience and proficiency with email, the internet, and Banner™ ERP preferred.

Communication/Interpersonal Skills:

• Must be customer service oriented and possess and demonstrate excellent interpersonal and communication skills, both verbal and written.

Administrative Skills (e.g. prioritizing, minute taking, WP Speed, etc.):

• Must be detail-oriented, able to multitask, work with deadlines and have excellent organizational skills.
• Accurate keyboard skills of 60 wpm.

Other Skills/Abilities:

• Must be able to maintain confidentiality due to the competitive bid rules of law, and the Freedom of Information and Protection of Privacy Act.

Additional Information

Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefitpensionplan with employer contributions
• Flexible hybrid work arrangements available -Professional Developmentfunds and resources
• Access to most BCIT Flexible Learningcoursesfree of charge -Wellnessand Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, andmore
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits,click here!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process shouldcontact us using our contact form. Please note that all applications must be submitted via the careers page portal.Applications submitted through the contact form will not be accepted. For additional information, please visit ourfrequently asked questions (FAQs)page and seehow we hire.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Range

Salary Grade 6: $56,241 - $60,872 per annum.

Additional Salary Information

External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.

Position Details

Posting Category

Administration

Department 2

Purchasing

Campus Location

Burnaby campus

Bargaining Unit

BCGEU Support Staff

Job Status

Regular

Full-Time/Part-Time

Full-Time

Number of Vacancies

1

Anticipated Start Date

04/01/2026

Anticipated End Date

Competition Information

Competition Number

26B005

Competition Open Date

03/07/2026

Competition Close Date

03/16/2026

Open Until Filled?

No