Job Title: Procurement Specialist

Organization: Ace Mechanical Ltd.

Division: Head Office

Location: Halifax Regional Municipality (HRM); office at 3016 Monaghan Drive, Halifax NS B3K 2V9 Website: https://www.ace-mechanical-ltd.ca/ Number of Positions: 1 Hours: Regular office hours 7:00 am – 3:30 pm Summary Ace Mechanical Ltd. is seeking a detail-oriented and highly organized Procurement Specialist to support day-to-day procurement. This role is responsible for purchasing coordination, supplier communications, document management, inventory tracking, invoice administration, and maintaining accurate records to support company operations. The successful candidate will work closely with vendors, accounting personnel, field staff, and management to ensure materials and information are organized, accurate, and readily available.

Key Responsibilities

Purchasing & Procurement Administration Prepare, issue, and maintain purchase orders.

Build strong relations with company vendors

Obtain and track supplier quotations, pricing, and delivery commitments. Coordinate material orders with suppliers and wholesalers. Monitor order status and follow up on outstanding deliveries. Identify and communicate price increases, supply shortages, delays, or discrepancies. Perform light administrative duties including but no limited to preparing meeting agendas, obtaining office supplies and other related duties Material Tracking & Receiving Track material orders from issuance through delivery. Manage and receive packing slips, material return slips, material transfer slips and receiving documentation. Maintain records of material receipts, returns, and credits. Coordinate supplier returns and warranty documentation as required.

Invoice & Accounting Support

Review supplier invoices against purchase orders and packing slips. Assist with invoice coding, routing, and approval processes. Track credits, returns, and vendor reconciliations. Support Accounting with document collection and administrative recordkeeping. Ensure purchasing and vendor documentation is complete and accurate.

Qualifications

• Education & Experience Diploma in Engineering Technology, Business Administration, Construction Administration, or equivalent experience.
• Experience 1–3 years of experience in purchasing, procurement administration, office administration, or a related role.
• Industry Experience Construction, mechanical contracting, or industrial industry experience is considered an asset.

Software Proficiency

Proficient with Microsoft Office 365, particularly Excel, Outlook, and Word. Experience with accounting/ERP software is considered an asset.

Skills

Strong organizational and administrative skills. Excellent attention to detail and accuracy. Effective verbal and written communication skills. Strong time-management and prioritization abilities. Ability to manage multiple tasks and deadlines concurrently. Professional customer service and vendor management skills. Self-motivated, dependable, and solution-oriented. Ability to work independently while supporting multiple departments.

Other Requirements

Valid driver's license considered an asset.

Compensation and Benefits

Competitive salary commensurate with experience. Vacation allowances. Comprehensive health and dental benefits. Defined contribution pension plan with employer contributions. Opportunity to work with a growing team supporting mechanical construction operations.

How to Apply

Submit a resume and cover letter outlining relevant purchasing and administrative experience. Please include two professional references and your earliest available start date. Shortlisted candidates will be contacted regarding interview scheduling.