Sourcing Specialist

The Sourcing Specialist leads the strategic sourcing, supplier qualification, negotiation and purchasing of maintenance, manufacturing, operational, sanitation, packaging and facility supplies required to support Gwillimdale Farms' agricultural, vegetable packing and production operations. The role evaluates domestic and international sourcing opportunities, manages supplier relationships and procurement costs, and coordinates product sourcing with external partners, including in Mexico.
The position is accountable for sourcing continuity, competitive commercial terms, supplier performance, responsible inventory planning and procurement analysis. The Specialist partners with maintenance and operations to understand technical requirements and develops familiarity with equipment manuals, diagrams, schematics and industrial components through training and collaboration with technical staff. Routine storekeeping, stock transactions and receiving data entry are outside the role's primary responsibilities.
KEY FUNCTIONAL AREAS & RESPONSIBILITIESParts Sourcing & Strategic Procurement: Plan and execute sourcing strategies for equipment components, materials, tools, packaging, sanitation and facility supplies in support of plant and agricultural operations.Key Responsibilities:Source and procure replacement parts for processing, grading, washing, packing, conveying and manufacturing equipment.
Purchase mechanical, electrical, hydraulic, pneumatic and other equipment components in collaboration with maintenance personnel.
Procure nuts, bolts, fasteners, bearings, belts, motors, fittings, lubricants and general industrial hardware.
Source power tools, hand tools, equipment accessories and maintenance consumables.
Purchase janitorial, housekeeping, sanitation, product packaging, palletizing and general facility supplies.
Solicit, evaluate and compare supplier bids and written quotations against cost, specifications, quality, lead time, reliability and commercial terms;
negotiate pricing, delivery schedules, payment conditions and purchase terms within delegated authority.
Prepare supplier bid comparisons, spend analyses, purchasing forecasts and cost-savings recommendations for management.
Qualify, evaluate, onboard and periodically review domestic and international vendors using documented commercial, quality, service and compliance criteria.
Identify suitable alternative parts or suppliers when required components are unavailable, subject to technical approval.
Prepare, authorize within delegated limits, and monitor purchase orders, supplier agreements, delivery commitments and outstanding sourcing requirements.
Coordinate with maintenance and production management to prioritize urgent equipment and operational requirements.
Maintain sourcing documentation, supplier contracts, negotiated terms and pricing history to support commercial decisions and auditability.
Identify purchasing opportunities that improve cost efficiency without compromising equipment reliability, quality or safety.
Inventory Strategy & Stock Optimization: Develop inventory policies and procurement parameters with maintenance and operations;
day-to-day stockroom custody and routine inventory entry remain with designated operational personnel.Key Responsibilities:Analyze stock availability, usage and demand patterns and recommend timely replenishment of critical materials.
Evaluate, establish and maintain minimum and maximum inventory levels and reorder points in consultation with maintenance and operations.
Identify critical spare parts that should remain readily available to minimize equipment downtime.
Coordinate with technical personnel to interpret manufacturer references and equipment part lists for sourcing decisions.
Research supplier specifications and compatible products with maintenance approval for technical suitability.
Research compatible or equivalent replacement parts where original components are discontinued or unavailable.
Review cycle-count and inventory-reconciliation reports prepared by designated inventory personnel;
investigate trends and recommend corrective controls.
Identify slow-moving, excess, damaged, discontinued and obsolete inventory.
Evaluate and review inventory usage patterns to improve stock availability and reduce unnecessary purchasing.
Obsolete Inventory, Supplier Returns & Value Recovery: Evaluate slow-moving, surplus and obsolete materials and recommend commercial disposition and recovery opportunities.Key Responsibilities:Regularly review inventory to identify obsolete, discontinued, damaged, duplicate or unused parts.
Determine, in consultation with maintenance and operations, whether materials should be retained, returned, sold, recycled or disposed of.
Coordinate supplier returns, warranty claims, exchanges and applicable purchase credits.
Identify surplus parts or equipment suitable for resale, subject to management approval.
Review management-approved disposition and supplier-credit reports and elevate unresolved exceptions.
Coordinate with storekeeping personnel to ensure nonconforming or obsolete items are identified for operational handling.
Review the financial and inventory impact of approved returns, disposals and sales;
routine stock updates are performed by designated personnel.
Support the recovery of value from excess and obsolete inventory while reducing unnecessary storage costs.
PATH ERP – Procurement Analytics & Inventory Planning: Use purchasing and inventory information in PATH to improve sourcing decisions, controls and reporting rather than performing routine clerical transactions.Key Responsibilities:Analyze purchasing history, inventory consumption, supplier lead times and forecast demand using PATH reports.
Recommend and review item categorization, sourcing parameters and preferred-supplier information with designated system owners.
Review exception reporting on stock shortages, excess holdings, returns and purchasing variances.
Evaluate purchasing contracts, approved-vendor data and historical pricing to support negotiations and supplier decisions.
Establish and review reorder parameters, minimum/maximum levels and critical-spares strategies with maintenance and operations.
Investigate discrepancies identified through physical counts and reconciliations completed by designated inventory personnel.
Identify recurring data-quality issues and recommend process controls or corrective action to appropriate ERP users.
Use procurement performance dashboards and spend analysis to inform purchasing priorities and budget discussions.
Prepare management reports on procurement cost, supplier performance, inventory risk, stock availability and obsolete inventory.
Participate in PATH purchasing-process design, testing, user guidance and continuous improvement in coordination with the system team.
Supplier Relationship Management & Commercial Negotiation: Manage vendor selection, supplier performance and cost reduction initiatives across approved domestic and international supply channels.Key Responsibilities:Develop and maintain professional working relationships with approved suppliers, distributors and equipment manufacturers.
Develop and qualify alternative outside vendors, solicit competitive quotations and negotiate supply terms to improve availability, quality and total landed cost.
Monitor supplier delivery performance, product quality and responsiveness.
Identify opportunities for volume purchasing, consolidation of orders and reduced purchasing costs.
Coordinate with designated receiving personnel to resolve discrepancies between supplier commitments and goods-receipt reports.
Lead supplier resolution of incorrect shipments, damaged goods, claims, shortages and delivery-performance concerns.
Coordinate with the appropriate departments to resolve invoice, pricing and receiving discrepancies.
Prepare periodic reports summarizing supplier scorecards, spend, negotiated savings, delivery performance and sourcing risks.
International Sourcing, Mexico Partner & Customs Coordination: Identify and manage overseas product-sourcing opportunities while coordinating compliant cross-border procurement and delivery.Key Responsibilities:
Source and assess outside vendors and manufacturers in Canada, Mexico and other markets for suitable products, materials and operational supplies.
Work with the Company’s external sourcing partner in Mexico to identify suppliers, obtain product quotations and samples, evaluate specifications and negotiate commercial terms.
Conduct ongoing procurement communications in Spanish with the Company’s Mexico-based sourcing partner and Spanish-speaking vendors, including supplier qualification, requests for quotation, bid clarification, negotiation of pricing and commercial terms, and confirmation of product specifications and lead times.
Lead Spanish-language calls, written correspondence and issue-resolution discussions concerning purchase orders, quality concerns, shipment delays, short deliveries, returns and supplier performance;
prepare accurate English-language summaries and recommendations for Gwillimdale management.
Coordinate product specifications, supplier documentation, purchase terms, production readiness, shipping schedules and cross-border delivery requirements with the Mexican partner and suppliers.
Review and clarify Spanish-language supplier quotations, product descriptions, technical specifications, commercial invoices, packing lists and other procurement or shipping information, coordinating with customs brokers and internal stakeholders to resolve discrepancies before shipment or clearance.
Liaise with customs brokers or customs agencies, freight forwarders and logistics providers to coordinate import documentation, customs-clearance requirements and shipment status;
elevate compliance questions to qualified specialists.
Collect and review commercial invoices, packing lists, product descriptions, origin information and other supplier documentation required by the customs broker or relevant internal teams.
Evaluate duties, freight, currency exposure, lead times and other landed-cost factors when recommending international sourcing decisions.
Coordinate with Quality Assurance, Food Safety, operations and management to confirm imported products meet applicable specifications and regulatory requirements before purchase or release.
REQUIRED QUALIFICATIONS & EXPERIENCEEducation and ExperiencePost-secondary education or relevant training in procurement, supply chain, purchasing, business administration or a related discipline, or equivalent relevant experience.
Experience in strategic sourcing, supplier evaluation, purchasing, bidding and commercial negotiations.
Experience in a manufacturing, food-processing, agricultural or industrial operating environment is preferred.
Industrial parts familiarity is an asset and may be developed through structured on-the-job training with maintenance and technical personnel.
Experience using inventory management, purchasing or ERP systems.
Proficiency in Office 365 applications.
Demonstrated experience negotiating supplier pricing, delivery conditions, payment terms and/or supply agreements.
Technical Knowledge & SkillsAbility and willingness to learn to interpret equipment manuals, parts diagrams and basic mechanical or electrical schematics with technical support.
Knowledge of industrial components, fasteners, bearings, belts, motors, fittings and tools is an asset;
technical product knowledge may be developed on the job.
Ability to research manufacturer part numbers and identify appropriate replacement components.
knowledge of packaging inventory for multiple pack sizes, bag-closing supplies and skid preparation is an asset.
Understanding of inventory control practices, stock replenishment and parts identification.
Ability to analyze purchasing data, prepare supplier evaluations and communicate clear procurement recommendations.
Strong organizational, numerical, problem-solving and recordkeeping skills.
Effective verbal and written communication skills.
Ability to work collaboratively with maintenance personnel, plant management, food safety and quality assurance manager, suppliers and other departments.
Required professional working proficiency in spoken and written Spanish and English, including the ability to communicate directly and independently with the Company’s external sourcing partner in Mexico and Spanish-speaking suppliers. This requirement supports recurring procurement duties involving supplier sourcing and evaluation, commercial negotiations, interpretation of quotations and specifications, purchase-order confirmation, shipping and customs documentation, and timely resolution of cross-border purchasing issues. The employee must accurately communicate procurement requirements and decisions between Mexico-based vendors and English-speaking Gwillimdale management without routine reliance on third-party translation. Where assigned, the role may also assist with Spanish-language communications relating to temporary foreign worker onboarding and operational or safety training.
KEY COMPETENCIESAccuracy & Attention to Detail:
Ensures supplier quotations, bids, specifications, contractual terms and purchasing analyses are accurate.
Planning & Organization:
Anticipates and forecasts material requirements, maintains inventory availability and organizes purchasing activities.
Technical Learning:
Builds practical understanding of industrial parts, specifications and schematics with support from maintenance and technical specialists.
Problem-Solving & Resourcefulness:
Research solutions, identifies alternatives and responds effectively to parts availability challenges.
Cost Awareness:
Exercises sound judgment when purchasing materials and managing excess or obsolete inventory.
Accountability:
Owns procurement planning, supplier commitments, commercial follow-up, strategic sourcing and documented purchasing outcomes.
PERFORMANCE COMPTENCIES:Parts Availability: Required maintenance and production components are available when needed, with appropriate control of critical spare parts.Inventory Planning: Reorder parameters, critical-spares recommendations and procurement analysis support stock availability and cost control.Purchasing Effectiveness: Competitive bids, qualified vendors and negotiated terms meet quality, cost and delivery requirements.Inventory Optimization: Excess purchasing, obsolete stock and unnecessary inventory costs are actively managed.Procurement Analytics: PATH reporting supports reliable sourcing decisions, spend analysis and inventory planning.Returns & Disposal Management: Supplier returns, warranty claims and surplus inventory are appropriately tracked and resolved.Operational & International Coordination: Internal teams, external vendors, the Mexico sourcing partner, customs brokers and logistics providers receive timely and accurate procurement support.ALIGNMENT WITH GWILLIMDALE CORE VALUESExcellence:
Secures reliable suppliers and sound commercial terms while delivering accurate procurement analysis and dependable operational support.
Innovation:
Develops new outside-vendor and international sourcing opportunities, procurement efficiencies and analytical reporting.
Unity:
Collaborates with maintenance, production, sanitation, HR where applicable, the Mexico sourcing partner, suppliers and logistics/customs professionals.
Sustainability:
Reduces waste, avoids unnecessary purchases, protects company assets and supports responsible sourcing, reuse and surplus recovery.
ADDITIONAL RESPONSIBILITIESThe employee may be assigned other related duties consistent with the nature and scope of the position and operational requirements.
This job description outlines the primary responsibilities of the position and is not intended to represent an exhaustive list of all duties.
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