Purchasing Admin Assistant Jobs in Calgary, AB (NOW HIRING)

Under the guidance and supervision of Senior Buyers and Procurement Management, this role focuses on developing core buying competencies. The Junior Buyer is expected to actively support the procurement team by collaborating with internal stakeholders to assess suppliers and execute transactions based on key criteria, including cost-effectiveness, quality, budget awareness, and schedule demands. All activities must adhere to Propak’s high standards of professionalism and ethical sourcing.

A defining feature of this stage is breadth. Junior Buyers are deliberately exposed to more than one commodity family so that they build the range of vendor, material and market knowledge required after a primary commodity portfolio is assigned at the Buyer level.

Position in the Career Path: The Junior Buyer is the entry point into the buying lane of the Purchasing group. It progresses to Buyer and then to Senior Buyer. It is also the standard entry point for internal candidates moving across from the administrative lane: a Purchasing Administrator or Senior Purchasing Administrator who elects to move into buying enters at Junior Buyer, and that move is recognized as a change of discipline rather than a step backwards. The role has no direct reports. The Purchasing group — Purchasing Administrators, Senior Purchasing Administrators, Junior Buyers, Buyers and Senior Buyers — reports to the Procurement and Material Handling Manager. Readiness for progression is assessed against the departmental competency framework and the individual’s recorded commodity exposure, not on tenure alone.

Preferred Qualifications and Skills

• A strong understanding of procurement principles and a commitment to ethical sourcing practices.
• Familiarity with the Oil and Gas industry and/or experience in a manufacturing or fabrication environment.
• Basic understanding of the materials commonly used in the fabrication of oil and gas facilities (an asset).
• Knowledge of Alberta Oil and Gas industry standards and regulations (an asset).
• Excellent organizational, time management, and communication skills.
• Proven ability to work effectively under pressure and meet tight deadlines.
• Developing negotiation skills and a proactive approach to procurement challenges.
• Strong analytical and problem-solving aptitude.
• Ability to apply various strategies and execution approaches to different commodities/projects as guided by senior staff.
• Willingness to build working knowledge across more than one commodity family rather than specializing early.
• Proficiency with the Microsoft Office suite (especially Excel).
• Working knowledge of ERP systems and procurement software; formal ERP training is provided on hire.

Working Conditions

• Office-based role with occasional visits to the shop floor and warehouse environments.
• Some visits to supplier locations.
• Standard 40-hour work weeks apply; however, flexibility is expected during peak project periods or critical deadlines to meet operational needs.
• Fast-paced, deadline-driven environment requiring adaptability, attention to detail, and effective multi-tasking.

Core Responsibilities

Procurement Execution & Commodity Exposure (Learning Focus)

• Execute timely and efficient procurement of lower-complexity goods and services, including shop fabrication consumables, paint/sand, insulation, studs, nuts, gaskets, bolting and hook-up materials.
• Source and purchase materials for various Propak support groups including maintenance, IT, safety, sales and general office needs (consumables, furniture, etc.).
• Commodity Breadth: Work across more than one commodity family during development, with that exposure recorded so readiness for a primary commodity assignment can be assessed on evidence rather than time served.
• Develop and maintain positive and professional relationships with suppliers to secure optimal quality, price, and delivery terms.
• Actively monitor and maintain defined inventory levels for certain stock materials.

Procurement Administration & Data Management

• Complete data entry tasks related to requests for quotation (RFQs), purchase orders (POs), and material management within the ERP database.
• Monitor and manage the Material Request inbox, reviewing shop needs, confirming required materials, and coordinating release into the system for buyer reports or escalating to Engineering/Drafting for bill of material (BOM) review.
• Investigate material requests against existing warehouse inventory or possession to prevent duplicate purchasing.
• Assist Buyers with buying-cycle administration — PO updates, revisions, part card closures (especially for bulk purchases) and accounting corrections — working alongside the Purchasing Administrators, who own these processes, rather than duplicating them.
• Data Discipline: Enter vendor names, part numbers and PO detail in the standardized departmental format so that spend, lead-time and vendor performance reporting remains reliable.

System Acumen & Team Support

• Complete comprehensive entry-level ERP system training and develop a proficient understanding of key system functionality to effectively navigate the buying process.
• Monitor the Buyers email distribution list, reviewing incoming requests and efficiently relaying requirements to the appropriate Buyer for action.
• Support Buyers by collecting bids from suppliers and consolidating them for their review and analysis as necessary.
• Provide direct support to shop personnel by responding to their material and tool requests.
• Provide general administrative support and coverage to the overall Purchasing group and other Buyers as required.

This role serves as a key development position, working under mentorship from Senior Buyer staff. Employees are typically expected to achieve consistent proficiency across these duties over approximately 3 years, at which point progression to Buyer is typically considered.