Purchasing Administrator

Vaco Recruiter Services; Louisville; On-site; CAD 40,000 - 65,000; Full time

Job summary

An innovative company is seeking a Purchasing Administrator to enhance their purchasing and construction operations. This role is pivotal in managing purchase orders, vendor communications, and ensuring accurate documentation. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills and attention to detail. New graduates and experienced professionals are encouraged to apply, as this position offers opportunities for growth and development within a supportive team. If you're ready to make a significant impact in procurement and administrative support, this is the perfect role for you.

Qualifications

• 2+ years of experience in purchasing or administrative support.
• Familiarity with permitting processes and municipal agencies.

Responsibilities

• Create and track purchase orders and variance purchase orders.
• Coordinate with vendors to confirm order details and resolve discrepancies.
• Provide general administrative support including filing and document preparation.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Attention to Detail

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

Microsoft Office Suite

ERP Software

Job description

Vaco has partnered with a company looking for a purchasing administrator to join their team! This company is open to new grads, or anyone with professional experience in a purchasing role!
Job Summary:
The Purchasing Administrator plays a key role in supporting the purchasing and construction operations by managing purchase orders (POs), variance purchase orders (VPOs), building permits, and providing general administrative support. This position ensures timely and accurate documentation, strong vendor communication, and effective coordination with internal departments to support smooth project execution.

Key Responsibilities:

• Create, issue, and track purchase orders (POs) and variance purchase orders (VPOs) in accordance with company policies and procedures.

• Maintain accurate and organized records of all POs, VPOs, and related documentation.

• Submit and monitor building permit applications and ensure all necessary documentation is completed and submitted to appropriate agencies.

• Coordinate with vendors and subcontractors to confirm order details, delivery timelines, and resolve any discrepancies.

• Work closely with construction, accounting, and operations teams to ensure procurement and permit processes align with project timelines.

• Perform data entry and maintain purchasing logs, permit tracking sheets, and other related records.

• Provide general administrative support including filing, document preparation, scheduling meetings, and assisting with reports.

• Assist with vendor onboarding and maintain updated contact and compliance information.

• Monitor deadlines for permit renewals and follow up with agencies to ensure timely approvals.

• Support process improvements related to purchasing and permitting operations.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

• 2+ years of experience in purchasing, administrative support, or a related field; experience in construction or permitting is a plus.

• Strong organizational skills with attention to detail and accuracy.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with ERP or purchasing software is a plus.

• Familiarity with permitting processes and working with city or municipal agencies.

• Excellent communication and problem-solving skills.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.