Procurement and Contracts Specialist

Airswift is seeking a Procurement and Contracts Specialist to work with one of our Mining clients in Toronto, ON.

This role is ideal for a collaborative individual motivated to contribute to the next phase of growth and development. Reporting to the Group Manager, Eastern Canada, and based in the Toronto Corporate Office, the Procurement & Contracts Specialist will support various clients in their procurement efforts on multiple projects for global clients.

Key Responsibilities:

1. Participate in the overall procurement process for specific packages, including supplier pre-qualification, scope definition, Requests for Proposal (RFP) development, tendering, commercial evaluation, contract award, critical acquisition kick-off meetings, and expediting internal and external parties to meet schedule requirements.
2. Ensure procurement activities and deliverables adhere to agreed schedules and milestones while providing periodic status reports.
3. Define contractor/supplier selection criteria, weighting values, and the evaluation process aligned with company priorities using advanced scoring matrices.
4. Develop and maintain Project Bidders Lists and complete supplier performance evaluations.
5. Develop Project Logistics Plans and route surveys to ensure compliance with Regional and Local regulations, considering transportation routes and load restrictions.
6. Coordinate local ground transportation contracts for shipments to construction sites.
7. Coordinate with in-country Customs Brokers to ensure adequate records are maintained for all commercial activities, ensuring a full audit trail.
8. Maintain professional relationships with suppliers, including regular in-person meetings with critical stakeholders.
9. Negotiate with suppliers to secure competitive purchasing terms and ensure product availability according to project schedules.
10. Manage contractual negotiations with suppliers, collaborating with the legal department to ensure all terms and conditions are met before contract award.
11. Prepare regular reports and presentations with analysis for internal and external stakeholders.
12. Develop execution plans and establish logic networks for sequencing tasks related to engineering, procurement, fabrication, and construction activities.
13. Follow up on action items with responsible personnel to ensure timely completion.
14. Prepare minutes of meetings for various project discussions, both technical and non-technical.
15. Work under tight deadlines while maintaining exceptional judgment and discretion regarding sensitive matters.
16. Plan and manage internal and external project communications, ensuring effective exchange of information and deliverables.
17. Identify, analyze, prioritize, mitigate, and communicate project risks.
18. Oversee project coordination.
19. Mentor junior team members on procurement and contract-management basics and support the development of training materials.
20. Perform additional duties as assigned.

Skills & Competencies:

1. Strong written communication skills, including document creation, preparation, editing, and management using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proficiency in Microsoft Word formatting, referencing, and linking.
2. Strong verbal communication and presentation skills.
3. Proficiency in Windows, Adobe, and Microsoft Office Suite tools.
4. Strong interpersonal skills, with the ability to work proactively in a small, multi-disciplinary team environment.
5. Results-oriented with the ability to prioritize key deliverables and meet tight deadlines.
6. Strong organizational and time management skills.
7. Ability to logically plan, organize, and structure activities.
8. Professional demeanor when interacting with stakeholders.
9. Self-starter with a proactive approach to work.

Experience, Qualifications & Education:

1. Bachelor’s degree in Supply Chain Management, Business Administration, Engineering, or a related field, or an equivalent combination of education and experience.
2. Minimum of 3+ years of experience in procurement, buying, contract management, logistics, and/or material receiving.
3. Experience in cost controls, estimating, budgeting, and/or accounting is an asset.
4. Software training in Aconex, SAP (or other ERP systems), Primavera P6, and/or @RISK is an asset.
5. Experience with database or document control software is an asset.
6. Previous experience acting as an Owner’s representative is an asset.
7. Bilingual proficiency in French and English is an asset.