Procurement Administrator, Parts & Materials

By effectively managing these responsibilities, the Procurement Administrator, Parts & Materials contributes to the overall success of Boardwalk by ensuring properties are well-maintained, projects are completed on time and within budget, and our Resident Member satisfaction is maintained.

Responsibilities:

Utilize our in-house proprietary software programs in adherence to Boardwalk’s policies and procedures (Job management, PO issuance, etc.)
Supplier Sourcing and Selection: Identifying and evaluating potential suppliers, soliciting quotes, and conducting interviews to ensure they meet the company's quality and cost requirements
Supplier Negotiation: Negotiating pricing, and service levels with suppliers to secure favorable agreements for the company
Relationship Management: Establishing and maintaining strong relationships with suppliers as well as internal and external stakeholders to ensure open communication, prompt response times, and reliable service delivery
Performance Monitoring: Regularly assessing the performance of our suppliers through key performance indicators (KPIs) ETA timeliness, order fulfillment and cost
Efficiency Improvements: Identifying opportunities to streamline processes and improve efficiency in supplier selection, purchase orders, and overall project management
Cost Management: Monitoring project budgets, tracking expenses, and finding ways to optimize costs without compromising on the quality of the parts and materials we purchase
Project Management: Overseeing multiple projects simultaneously, ensuring they stay on track, and addressing any challenges or delays that arise
Vendor Performance Reviews: Conducting periodic performance reviews with suppliers to discuss their performance, address concerns, and set goals for improvement
Data Analysis and Reporting: Collecting and analyzing data related to supplier and product performance, and costs to provide regular reports to management for informed decision-making
Emergency Response: Developing and implementing procedures for addressing urgent maintenance issues and coordinating parts and material purchases for emergency repairs
Trend Analysis: Staying informed about industry trends, new technologies, and best practices in property management and maintenance to ensure the company remains competitive and up to date
Communication: Collaborating with internal teams, property managers, and other stakeholders to ensure smooth coordination of parts and material requests
Documentation: Maintaining accurate records of purchase orders, work orders, invoices, and correspondence with suppliers for future reference and auditing purposes
Feedback Loop: Collecting feedback from property managers, residents, and other stakeholders to continuously improve supplier services and overall customer satisfaction
Vendor Diversity: Promoting diversity and inclusion by seeking out a variety of suppliers to fulfill our needs
Risk Management: Identifying potential risks associated with supplier performance, project delays, or cost overruns, and implementing strategies to mitigate these risks

Experience and Educational Requirements:

Knowledge of French is an asset
Post-secondary education preferred – Supply Chain focus
Home Building / Construction purchasing experience preferred

Technical Requirements:

Strong Excel Skills – filtering, formatting, pivot tables
Intermediate proficiency with MS Office (Word, Visio, and Outlook)
Ability to do basic financial analysis

Non-Technical Requirements:

Motivated to meet metrics and deadlines
Ability to accept and apply feedback from Leaders
Superior communication skills (written and verbal)
Superior Service provided to both internal and external customers
Strong organizational and planning skills
Must be a self-starter/take initiative
Strong reading and interpretation skills (experience reading contracts)
Must be analytical – be able to analyze various options and take appropriate action
Strong attention to detail
Ability to work independently and professionally
Must be honest and energetic
Must be able to work within a team as well as independently
Must be capable of quickly learning new skills and grasping new concepts (i.e., must be able to quickly understand the function of parts/requested jobs and be able to quickly learn to ask the right questions)
Ability to demonstrate fiscal responsibility