Procurement Specialist

Town of Ajax; Ajax; Hybrid; CAD 45,000 - 48,000; Full time

Benefits offered by this job

Full benefits package

Parental Leave Top-up

OMERS pension

Health & Wellness program

Fitness Centre membership

Job summary

The Town of Ajax is seeking a Procurement Specialist to provide professional expertise in end-to-end procurement, review client specifications, and issue non-proprietary bid documents with a focus on value and compliance.

You will lead eProcurement activities, advise on bid strategies, manage vendor relations, and ensure adherence to Procurement By-law and related policies. Hybrid work arrangement may be discussed during interviews.

Qualifications

• Minimum 3-year post-secondary diploma or degree in Business Administration or equivalent.
• Professional procurement designation CPPB / NIGP-CPP / CSCMP or in good standing.
• Minimum 5 years in procurement, municipal/public sector preferred.
• Experience with bid document administration and vendor performance.
• Strong knowledge of contract law and procurement legislation.

Responsibilities

• Lead end-to-end competitive procurement: prepare, issue, open, analyze, and award bids.
• Advise departments on procurement strategies and develop complete bid packages.
• Manage eBidding processes and respond to bidder inquiries.
• Evaluate bid submissions for accuracy and compliance.
• Ensure compliance with Procurement By-law and policies.
• Provide guidance on procurement methods based on value and urgency.
• Improve efficiency and modernize processes.
• Set up vendors, items, and contracts in JD Edwards; maintain pricing.
• Maintain vendor records and assist clients with purchase orders.

Skills

Procurement

Vendor management

Bid strategy

Contract knowledge

Analytical skills

Communication

Education

Post-secondary diploma in Business Administration

CPPB/ NIGP-CPP / CSCMP certification

Tools

JD Edwards (VOR/VIP)

Microsoft 365

Job description

Job Summary

Reporting to the Manager of Procurement, the Procurement Specialist is responsible for providing professional expertise and advice on all procurement activities, including the review of client specifications and requirements in order to prepare, process and issue non-proprietary Bid Documents with a focus on procuring through best practices with the absolute highest value and quality Good/Services, in an e-procurement environment.

Job Duties

• Lead end‑to‑end competitive procurement: prepare, issue, open, analyze, and recommend awards for bid documents.
• Advise departments on optimal procurement and bid strategies; conduct needs assessments and develop complete bid packages (specifications, terms, instructions, special provisions).
• Manage eBidding processes, including issuing documents, responding to bidder inquiries, and releasing addenda.
• Evaluate bid submissions for accuracy, completeness, and compliance with all requirements.
• Provide guidance and ensure compliance on Procurement Bylaw, policies, procedures, contract management, vendor management, and related issues.
• Provide advice to internal clients, recommending appropriate procurement methods based on value, urgency, and commodity type.
• Recommend improvements to enhance efficiency and modernize processes.
• Set up vendors, items, and contracts in JD Edwards (VOR/VIP) and maintain contract pricing for new and renewed agreements.
• Maintain vendor records; support clients with purchase order and system troubleshooting.

Qualifications / Skills

Minimum 3-year post-secondary diploma or degree in Business Administration, or an acceptable equivalent discipline. Holds professionally recognized Procurement designation Certified Professional Public Buyer (CPPB); Certified Procurement Professional (NIGP-CPP); or Certified Supply Chain Management Professional (NISCL or CSCMP), in good standing with the applicable governing body.

Minimum 5 years of relevant procurement experience, ideally in a municipal or public sector environment or other procurement experience with public sector training. Experience managing small to large procurement projects. Experience tendering construction projects is considered an asset. Experience in Bid Document administration, vendor performance administration, conflict resolution, good understanding and thorough knowledge of legislation that pertains to the Procurement function to ensure compliance. Strong knowledge and experience with contract law, sureties and contractual language related to creating and managing bid documentation (RFT, RFQ, RFP, RFI). Excellent analytical skills to identify procurement efficiencies and cost‑saving opportunities. Lean training would be an asset. Excellent communication skills, with the ability to communicate effectively (oral and written) with the staff at all levels and the public. Strong interpersonal skills, demonstrating professionalism, collaboration, tact, and diplomacy when supporting staff or vendors. Advanced or Intermediate proficiency in technology including Microsoft 365 (Outlook, Word, Excel, PowerPoint).

Compensation

Compensation Range: $45.34 - $48.04.

We offer competitive pay that reflects the responsibilities of the position.

Hours of Work

This is a unionized full-time position that works 35 hours per week. The hours of work are Monday to Friday from 8:30 a.m. - 4:30 p.m.

Benefits

• The Town offers full-time staff a comprehensive benefit package with paid sick and vacation leave;
• Parental Leave Top-up;
• Employee & Family Service Program;
• Health & Wellness Program;
• Town of Ajax Fitness Centre membership;
• plus a defined benefits pension (OMERS pension - https://www.omers.com/).

Hybrid Work Environment

A flexible work arrangement, including the option to partially work from home is currently a possibility with this position, and can be discussed during the interview process.

Vacancy Statement

All job postings issued by the Town of Ajax are intended to fill existing vacant positions unless otherwise stated. Are you a current Town of Ajax employee? If you are a current Town of Ajax, please apply internally through the Jobs Hub app of your Workday account in order for your application to be processed as an internal applicant.

Equal Opportunity Employer

The Town of Ajax is committed to employment equity and building a workplace where all employees feel valued, respected and supported. We welcome applications from candidates of all backgrounds, especially those who have been historically excluded, including Black and Indigenous people, racialized communities, disabled persons, 2SLGBTQIA+ individuals, and others facing systemic inequities. If selected for an interview, you will be provided with an opportunity to indicate your access needs. We are committed to ensuring an accessible and respectful hiring process. If you would like to request content in an alternate format, please contact Human Resources by emailing [e-mail]. Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

Artificial Intelligence (AI)

We utilize AI solely for the purpose of anonymizing the application process to help ensure fairness and equity. Please note that AI is not used to screen candidates or make decisions regarding their suitability for any role.

About the Town

The success of the Town depends largely on the employees. Staff are relied upon day in and day out - whether it is for issuing a marriage license, maintaining a local park, fighting a fire, processing a tax bill, planning a new subdivision, instructing a fitness class, or plowing snow. The employees are the Town's Ambassadors. Take a moment to explore our current job openings and apply for those that align with your interests and qualifications. If nothing piques your interest at this time, consider signing up for a Job Alert or visiting us again soon to explore new opportunities. For information about the application process, please visit www.ajax.ca/careers. Thanks for your interest in the Town of Ajax! The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 130,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.