Job Description

Job Title: Purchasing and Procurement Coordinator

Department: Furnace Division, Burlington ON

Salary: 65,000-75,000 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 & Procurement 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, 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

- Receive and review purchase requisitions from Burlington operations for materials, supplies, services, office equipment, and capital items.
- Assisting Ontario sites with purchasing requestions when required.
- 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.
- Manage supplier relationships and negotiate or participate in negotiating contracts, pricing, timelines, terms, conditions, etc.
- Maintain the supplier database, purchase records, and related documentation as needed.
- Ensure all procured items meet required quality standards and specifications.
- Develop supplier protocols, supplier selection, and procurement practices and processes.
- Collaborate with operations, quality, finance, engineering and other departments.
- Execute all contracts starting from contract acceptance and kick-off to supplier performance/score carding and PO closeout. Other key aspects include expediting all contractual deliverables, ensuring key milestone progress payments, project accruals and scheduling, vendor performance and closeout activity.
- Support receiving activities by, correcting receiving errors, saving packing slips to matching purchase orders and releases.
- 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.
- Monitor inventory levels and material flow to support production requirements.
- Help maintain accurate inventory records and proper storage of materials.




- Identify excess or obsolete inventory and support disposition or cost-reduction efforts.

Skills and 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.

- Robust 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 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: $65,000.00-$75,000.00 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

📌 Purchasing and Procurement Coordinator (Burlington)
🏢 VAC AERO INTERNATIONAL
📍 Burlington