Purchasing Coordinator

Position Summary Reporting to the Purchasing Coordinator, the Maintenance Inventory & Procurement Specialist is responsible for the day-to-day management of maintenance inventory, spare-parts purchasing, receiving activities, work-order purchasing support, and Limble CMMS administration for Canadian Operations. The position is the key link between Procurement, Maintenance, Warehousing, Accounts Payable, Finance, contractors, and suppliers. The role maintains accurate spare-parts inventory, coordinates transactions in Sage X3 and Limble, supports maintenance work orders, and ensures materials and services are available when required. The successful candidate must be hands-on, proactive, detail-oriented, and comfortable resolving discrepancies before they affect operations. Key ResponsibilitiesMaintenance Inventory & Spare Parts Maintain accurate maintenance spare-parts inventory in Limble CMMS and Sage X3. Create and maintain spare-part records, including descriptions, part numbers, supplier information, and stocking details. Conduct ongoing cycle counts, investigate discrepancies, and support timely inventory counts. Monitor inventory levels and recommend replenishment, minimum/maximum levels, reorder points, and critical-spares requirements. Track parts issued to work orders and parts sent to suppliers or contractors for repair. Work closely with Maintenance to understand parts requirements and maintain availability of critical materials. Limble CMMS & Work Order Support Manage day-to-day maintenance inventory activities within Limble CMMS. Monitor approximately 40 to 60 maintenance work orders per week and ensure required purchasing actions are completed. Review work orders to determine whether contractor services, materials, or replacement parts require purchase orders. Create and maintain purchase orders associated with maintenance work orders. Attach invoices and supporting documents to the appropriate purchase orders and work orders for approval and closure. Assign parts consumed during maintenance activities to the appropriate work orders. Monitor relevant maintenance communication channels to identify parts usage, contractor activity, and outstanding requirements. Attend daily maintenance meetings and follow up on assigned purchasing and inventory actions. Purchasing & Supplier Management Process day-to-day purchase requirements for maintenance parts, services, and assigned procurement categories. Obtain competitive quotations, normally including three quotes where appropriate, and provide suppliers with photos, specifications, equipment information, and part numbers. Follow up with suppliers on technical questions, pricing, availability, order status, and delivery. Create and release purchase orders to approved suppliers and expedite outstanding orders. Identify sourcing alternatives when current suppliers cannot meet operational requirements. Support cost-saving, supplier-performance, compliance, and supply-risk initiatives. Escalate pricing, quality, delivery, or supplier-performance issues to the Purchasing Coordinator. Receiving, ERP & Procure-to-Pay Control Process receiving activities for assigned maintenance materials and spare parts in Sage X3. Create Limble purchase orders at the time parts are physically received so inventory is recorded in the correct accounting period. Coordinate Limble and Sage X3 transactions to maintain accurate inventory valuation and transaction timing. Monitor open purchase orders and investigate overdue, incomplete, or unmatched transactions. Work with Accounts Payable to resolve purchase order, receipt, invoice, and documentation discrepancies. Maintain accurate supporting records and follow company procure-to-pay policies and controls. Raw Materials & Operational Reporting Record packing lists and receiving documentation for assigned raw materials, including straw. Verify packing-list documentation for chicken manure and spent compost and add Sage receiving references for Accounts…

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