Junior Project Buyer

Thales; Mill Bay; Hybrid; CAD 45,000 - 65,500; Full time

Benefits offered by this job

Extended Health

Dental

RRSP matching

Paid vacation

Well-Being program

Job summary

Thales is seeking a Junior Project Buyer to coordinate and execute procurement activities for projects, ensuring goods and services meet specifications, timelines and budget. You will manage the full purchase cycle, engage suppliers, and collaborate with cross-functional teams while maintaining policy compliance.

The role emphasizes RFx/RFP coordination, PO management, and supplier relationships in a hybrid work environment with a focus on ethics and regulatory compliance.

Qualifications

• Possess a high school diploma and 5 years’ experience in administrative roles.
• University degree with 1 year procurement/finance experience within last 5 years; or diploma from college in procurement/finance with 18 months procurement/finance experience within last 6 years.
• Possess a minimum of 1 year of procurement/finance related activity in federal government is preferred.
• Proficient in SAP and MS Office Suite.
• Excellent communication skills, both verbal and written English.
• Strong organizational skills and attention to detail.

Responsibilities

• Receive, review, and process internal purchase requisitions (PR) for project-specific goods and services.
• Convert PRs into purchase orders (PO) and verify details (codes, ship-to, supplier, documentation).
• Check PO details for completeness and compliance before release.
• Serve as a point of contact for internal stakeholders to clarify PR/PO details.
• Support sourcing activities and RFx/RFP documentation and coordination.
• Assist with RFx/RFP communications and record-keeping.
• Support local negotiations and ensure PO terms reflect negotiations.
• Manage PO administration end-to-end, including creation and acknowledgments; expedite deliveries.
• Monitor delivery progress; identify risks and escalate as needed.
• Provide updates on order status to internal stakeholders.
• Liaise with suppliers to secure PO acknowledgment and delivery commitments.
• Resolve order discrepancies and liaise with AP/Finance for invoicing issues.
• Coordinate changes, cancellations, or amendments to POs when required.
• Assist invoice resolution with suppliers and internal teams; support AP follow-ups.
• Maintain records for audit readiness and compliance (ISO, defense regulatory).
• Support ERP/SAP procurement activities and data maintenance.
• Identify process improvements and contribute to best practices with the SCM team.

Skills

Organizational skills

Attention to detail

Communication skills

SAP

MS Office

Supply chain management

Education

High school diploma

University degree in any field with 1 year procurement/finance experience

Diploma in procurement/finance with 18 months experience

Tools

ERP/SAP

Job description

Location: Mill Bay - Squl’ew', Canada

Available Locations: Victoria, B.C.; Ottawa, ON. (CAN.), Hybrid

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

Position Summary

Thales has a vacancy for a Junior Project Buyer to be responsible for coordinating and executing procurement activities for assigned projects, ensuring all goods and services are sourced to meet project specifications, timelines, and budgetary requirements. This role manages the full purchase cycle, engages in supplier negotiations, fosters supplier relationships, and collaborates with cross-functional teams to support project goals while adhering to company policies and ethical standards.

Regulatory Compliance Requirement

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Key Areas of Responsibility

Request-to-Order Fulfilment (PR to PO)

• Receive, review, and process internal purchase requisitions (PR) for project-specific goods and services in accordance with company policies and requirements.
• Convert PRs into accurate and compliant purchase orders (PO), verifying commodity codes, ship-to locations, supplier information, and required documentation (with guidance as needed).
• Check PO details for completeness and compliance before release (e.g., contractual/quality requirements, lead times, and ordering constraints).
• Serve as a point of contact for internal stakeholders to clarify PR/PO details and resolve discrepancies.

Sourcing & RFx/RFP Administration

• Support sourcing activities for project requirements, including assisting with RFx/RFP documentation and coordination.
• Help organize and administer RFx/RFP communications (e.g., issuing documents, collecting responses, and maintaining supporting records).
• Support local negotiations as delegated, ensuring outcomes are accurately reflected in PO terms and documentation.

PO Management, Expediting & Delivery Tracking

• Manage PO administration end-to-end, including PO creation, PO acknowledgment follow-up, and maintaining order records.
• Proactively expedite and track purchase orders to support on-time delivery and adherence to contractual terms and quality standards.
• Monitor delivery progress and identify risks such as delays, backorders, or incomplete confirmations; elevate as required.
• Provide timely updates to internal stakeholders on order status, delivery commitments, and expected changes.

Supplier Coordination & Issue Resolution

• Liaise with suppliers to secure PO acknowledgment and delivery commitments and maintain strong supplier relationships.
• Support resolution of order discrepancies, supplier disputes, and delivery/invoicing issues; elevate significant matters to the Supply Chain Manager, Category Buyers/Managers, or Procurement Project Managers.
• Coordinate with suppliers and internal teams to manage changes, cancellations, or amendments to POs when required.

Invoice Resolution & Supplier Support (with AP/Finance)

• Support invoice resolution by following up on supplier queries, missing information, or discrepancies impacting PO/invoice matching.
• Liaise with suppliers to obtain accurate and timely invoice details as needed, and coordinate with internal teams to drive resolution.
• Support accounts payable follow-ups on outstanding or missing invoices, maintaining clear records of communications and actions.

Reporting, Cost/Status Monitoring & Continuous Improvement

• Monitor and report on purchasing activities, including open order status, basic cost/status tracking, and visibility of sourcing opportunities (with guidance).
• Support KPI tracking and continuous improvement initiatives in collaboration with the Supply Chain Manager.
• Identify process improvement opportunities (e.g., reducing cycle time, improving data quality) and contribute to implementing best practices.

Compliance, Documentation & System Support (ERP/SAP)

• Maintain accurate documentation and records to support audit readiness and compliance requirements (e.g., ISO quality standards, defense regulatory requirements, and Thales policies).
• Support ERP/SAP-related procurement activities, including maintaining master/order data and participating in process or functionality upgrades.
• Uphold ethical standards and ensure compliance in all purchasing activities in accordance with Thales policies.
• Support additional supply chain department activities as required.

Minimum Qualifications

• The candidate must meet one of the following criteria sets (a&b or c&d):
• possess a high school diploma; and
• possess a minimum of 5 years of demonstrated experience in the field of administration
• possess a university degree in any field and possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity within the last 5 years; or possess a diploma from a recognized college program in procurement, finance, economics, commerce, accounting or materiel management and possess a minimum of 18 months of demonstrated experience in a procurement and finance related activity within the last 6 years; and
• possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity in the federal government, either as a civilian or military Crown employee or as a contractor personnel through extensive experience dealing with the federal government.
• Proven experience in supply chain operations, financial/accounting, order management.
• Strong organizational skills and attention to detail.
• Proficiency in supply chain management or financial/accounting software experience (SAP) and MS Office Suite.
• Excellent communication skills, both verbal and written english.
• Ability to work collaboratively across multiple departments and with external suppliers.
• Problem-solving mindset and ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Purchasing or Financial Certification and/or 5 years of applicable experience; and
• Previous experience in the Defense Industry.

Special Position Requirements

• Role will require working from both home and office (hybrid).
• Schedule: 40 working hours per week Monday- Friday. Flexible time, however, accommodating core hours of 9am-3 pm, project needs and global/international time zones.

Pay Transparency

The anticipated Total Target Compensation (TTC), inclusive of annual salary and bonus eligibility, for this role is $45,000 to 65,500 CAD Annual. The Company reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, provincial, and federal laws.

AI

We use artificial intelligence–enabled tools as part of our recruitment process to support activities such as candidate discovery, résumé matching, and interview scheduling. These tools may help screen and assess applications and recommend potential matches based on the requirements within the job description. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters. Artificial intelligence does not make hiring decisions on our behalf.

Benefits

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Equal Opportunity and Accommodations

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience. This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.