Supply Chain Assistant

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Job Description

The Supply Chain Assistant will support the Supply Chain / Subcontract Management team by coordinating system access, maintaining documentation, and ensuring timely execution of administrative processes. Key responsibilities include creating and managing purchase orders, managing supplier portal applications, and maintaining internal registers and bulletins. 

Duties/Accountabilities

This role serves as the primary point of contact and coordinator for system access requests for Suppliers, provides administrative support to the Subcontract Authorities and ensures internal registers are accurately maintained and kept up to date

A.   Main Task:

•   Maintain various registers in accordance with project-specific instructions

•   Organize and manage documentation within designated folders using File Explorer or SharePoint

•   Create Purchase Orders (POs) using supply chain software systems in accordance with project requirements and procurement guidelines

•   Identify and address system interface errors affecting POs processing and closing. 

•   Work closely with program controls and finance department to reconcile PO/invoice issues

•   Support Subcontract Authorities in resolving system-related issues that could impact material availability or the achievement of milestones

•   Coordinate supplier account creation and onboarding activities into company systems, ensuring timely access and compliance with internal protocols

•   Manage Supplier Portal applications and approval processes

•   Whitelist supplier user accounts in SharePoint, ensuring appropriate permissions and secure access

•   Provide training and ongoing support to suppliers on company systems, addressing access issues and system-related inquiries as needed

•   Maintain and update the internal changes bulletin

•   Assist with general departmental tasks, including printer setup, system access coordination, and meeting room bookings

•   Update the weekly deck for specific programs to support reporting and stakeholder alignment

•   Perform manual data entry and updates in departmental trackers 

B. Other Task:

•   Act as a liaison with Subcontract Authorities, offering administrative support as required

•   Ensure deliverables and inputs from all stakeholders.

•   Assist with onboarding of new team members by arranging system access, workspace setup, and orientation materials.

•   Other duties as needed

Position Specifications

•   Extensive administrative skills 

•   Intermediate level computer skills including Microsoft Office suite (Word/Excel/PowerPoint/Outlook/Teams).

•   Strong customer service and diplomacy skills.

•   Demonstrated ability to multi-task, prioritize work and to problem solve in an inclusive manner with internal colleagues and external parties.

•   Excellent oral and written communication and presentation skills.

•   Ability to work effectively with limited direction and function as a key team member.

•   Understanding of procurement processes and corporate governance principles is an asset

•   Ability to fit into a team environment and personal skills to compliment teamwork development.

•   Strong organizational skills and attention to detail

Education and Experience

•   Completion of a post-secondary education in business administration, logistics, supply chain, or any related area preferred.  

•   A minimum of 2 years’ experience in an office environment 

•   Familiarity with SharePoint and document management tools preferred

Thank you for taking the time to consider working with Tundra and our clients. We are dedicated to offering the best recruitment experience by using equitable practices and considering all applicants, regardless of gender. Please note, only qualified candidates eligible to work in Canada or the US will be contacted by our recruiters. Stay up to date on new roles before they hit the market by registering to our STEM Talent Community.