Job Description
Job Title: Purchasing Coordinator
Department: Furnace Division, Burlington ON
Salary: 50,000-55,000 per year
Company Profile:
For over half a century VAC AERO has been providing the very best in metallurgical services and solutions to clients around the world through specializing in the manufacture of specialized vacuum heat treatment furnaces. As a global leader, VAC AERO enables aerospace, medical, space and advanced industries to advance out customer’s delight.
Position Summary
The Purchasing Coordinator is responsible for coordinating purchasing activities, supporting supplier relationships, issuing purchase orders, tracking deliveries, maintaining accurate procurement records, and ensuring materials, supplies, and services are obtained in a timely and cost-effective manner. This role supports Ontario operations, including Burlington and Oakville locations, while working closely with Suppliers, Finance, Quality, Shipping/Receiving, and internal requestors.
The ideal candidate is highly organized, detail-oriented, responsive, and able to manage multiple priorities in a manufacturing environment while maintaining strong communication with internal teams and external suppliers.
Key Responsibilities
Purchasing and Procurement Responsibilities:
- Receive and review purchase requisitions from Ontario operations (Burlington and Oakville) for materials, supplies, services, office equipment, and capital items.
- Source pricing, obtain competitive quotations, confirm lead times, and place orders with approved and qualified suppliers.
- Generate accurate and complete purchase orders in SyAcc, ensuring all required details are included (pricing, quantities, delivery requirements, quality clauses, vendor information, and supporting documentation).
- Monitor and manage open purchase orders, proactively following up with suppliers on order status, shipment schedules, lead times, documentation, and delivery performance.
- Coordinate with suppliers and internal stakeholders to resolve delivery issues, discrepancies, and urgent material requirements.
- Prepare and issue RFQs with clear technical specifications, scope, commercial terms, and evaluation criteria.
- Analyze quotations using total cost, lead time, quality, and risk considerations.
- Maintain and continuously improve the supplier database, ensuring accurate and up-to-date supplier information.
- Support supplier onboarding, including coordination with Finance, completion of supplier forms, and system setup.
- Maintain proper RFQ documentation, bid comparisons, and compliance with internal procurement standards.
- Participate in and support a formal supplier evaluation, selection, and approval process, including capability, quality, cost, and risk assessments.
- Contribute to supplier approval decisions for new and existing vendors, ensuring alignment with company standards and requirements.
Quality Responsibilities:
- Ensure quality-related purchases are issued to approved vendors, include the correct quality statements.
- Coordinate with suppliers and internal teams to resolve quality issues, missing certificates, missing items, receiving concerns etc.
- Maintain quality records, approved vendor information, annual risk assessments, and support audit preparation and participation as required.
Receiving Responsibilities:
- Support receiving activities by entering packing slips into SyAcc, correcting receiving errors, creating receiving tickets, saving packing slips to matching purchase orders and releases, and assisting with coverage when Shipping/Receiving is unavailable.
- Track down missing packing slips and delivery documents from suppliers, shipping, receiving, or requestors to support invoice processing and payment
- Manage invoice-related documentation by saving PO invoices to the correct purchase order files, forwarding non-PO invoices to Accounts Payable, monitoring supplier invoices, and moving complete three-way match packages to the AP folder.
- Work with Accounts Payable to resolve three-way match issues, payment inquiries, late-payment requests, account holds, monthly statement discrepancies, and month-end preparation requirements.
- Prepare open purchase order reports, maintain purchasing records, and support reporting requirements for audits, NPRI, ESG, DAIR, and other internal or external reporting needs.
- Work cross-functionally with Finance, Accounts Payable, Quality, Shipping/Receiving, operations, and internal requestors to ensure purchasing activities are completed accurately and on time.
Qualifications
- Post-secondary diploma or degree in Supply Chain Management, Business Administration, Purchasing, Operations, or a related field is preferred.
- Minimum 2–4 years of purchasing, procurement, supply chain experience.
- Experience in a manufacturing environment (required)
- Experience using ERP/MRP systems; SyAcc experience is considered an asset.
- Exposure to low-volume, engineered-to-order manufacturing preferred
- Experience with vacuum furnaces, aerospace, or capital equipment is an asset
- Strong organizational skills with the ability to manage multiple requests, priorities, and deadlines.
- Excellent written and verbal communication skills with a customer-service mindset.
- Strong attention to detail and accuracy when reviewing purchase orders, invoices, packing slips, and supplier documentation.
- Proficiency with Microsoft Office applications, including Excel and Outlook.
- Ability to work independently while collaborating with Finance, Accounts Payable, Quality, Shipping/Receiving, and operations teams.
- French and/or Polish language skills are considered an asset.
Working Conditions:
- This position is performed on-site at 4151 Mainway, Burlington in an office environment.
Benefits:
- Dental Care
- Extended Health Care
- Life Insurance
- On-Site Parking
- Paid Time Off
- RRSP Match
DO YOU NEED ACCOMMODATION:
Applicants should email [email protected] if they have any questions about the interview process, including accommodation requests during the recruitment process.
Thank you for applying to Vac Aero:
Please note that only those who are selected to move forward to the next step in the hiring process will be contacted, we encourage you to apply to other job opportunities.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
Ability to commute/relocate:
- Burlington, ON L7L 5N9: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Do you have experience working in a manufacturing environment?
- Do you have a post-secondary diploma or degree in Supply Chain Management, Business Administration, Purchasing, Operations, or a related field?
- Do you have experience using ERP/MRP systems; SyAcc
Experience:
- Purchasing, Procurement and Supply Chain: 2 years (required)
Work Location: In person
