Procurement Records Assistant

Job summary

Organize, maintain, update, and securely manage procurement records, including contracts, invoices, and vendor information, while ensuring accurate and timely data entry. Support document workflows, stakeholder inquiries, audits, compliance checks, general clerical tasks, and improvements to procurement records processes.

Job details

Role Description The Procurement Records Assistant is a full-time, on-site role based in Ontario, Canada. This role is responsible for organizing, maintaining, and updating procurement records and documentation, ensuring accurate and timely data entry into internal systems. The Procurement Records Assistant will support document management workflows, including filing, scanning, indexing, and retrieving contracts, invoices, and vendor information. Daily tasks include coordinating with internal stakeholders to clarify record requirements, responding to inquiries about procurement documentation, and assisting with audits and compliance checks. The role also involves performing general clerical duties, monitoring records for completeness and accuracy, and contributing to process improvements in procurement and records management. Qualifications Candidates should possess strong Records Management and Document Management skills, including organizing, maintaining, and securely storing procurement-related documentation. Candidates should possess effective Communication and Customer Service skills to respond to inquiries, collaborate with team members, and support internal stakeholders professionally. Candidates should possess solid Clerical Skills, such as data entry, filing, scanning, indexing, and handling physical and digital records with attention to detail. Candidates should possess proficiency with office productivity software (e.g., word processing, spreadsheets, document management tools) and basic knowledge of procurement or financial services environments. Candidates should possess strong organizational and time-management abilities, a high level of accuracy, and the capacity to handle confidential information responsibly. Relevant education in business administration, office administration, or a related field, or equivalent work experience, is preferred; prior experience in records or document management is an asset.

What you’ll do

Organize, maintain, update, and securely manage procurement records, including contracts, invoices, and vendor information, while ensuring accurate and timely data entry. Support document workflows, stakeholder inquiries, audits, compliance checks, general clerical tasks, and improvements to procurement records processes.

Requirements

Candidates should have records and document management experience, strong communication and customer service abilities, clerical skills, and proficiency with office productivity software. Strong organization, time management, accuracy, and discretion with confidential information are expected; relevant education or equivalent experience is preferred, and prior records management experience is an asset.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Filing · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Records Management
• Document Management
• Data Entry
• Filing
• Scanning
• Indexing
• Communication
• Customer Service
• Clerical Skills
• Organizational Skills
• Time Management
• Attention to Detail
• Confidential Information Handling
• Office Productivity Software
• Audit Support
• Compliance Checks

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support