Purchasing Specialist

Headcount Type: New

Application Deadline: October 22nd 2026

The Company

DILFO is proud to be trusted by the Ontario construction community to deliver the best for our clients’ needs. We design, install, and provide maintenance for HVAC, heating, cooling, refrigeration, and plumbing systems for large scale projects across different industries. Our team of skilled individuals shares a vision of building with integrity and collaboration to bring quality and innovation to our work every day, and we are honoured to have been recognized by the Ottawa Business Journal as one of Ottawa’s Best Places to Work.

The Team

DILFO has a strong team culture that heavily invests in team member wellness and our community. We host regular social events including Pub nights, golf day, pizza Fridays, and more. We are extremely invested in our local community, partnering with the YMCA for the Cycle for Strong Kids and other programs, donating to the Ottawa Food Bank, partnering with Boys and Girls Club Ottawa to create opportunities for young people, and donating to charities our team members support.

DILFO also offers additional benefits including:

• Health and Dental Benefit plan
• Group RRSP matching plan
• Employee Assistance Program that includes virtual medicine
• Fixed number of paid Wellness days
• Corporate program through Good Life Fitness
• Discretionary bonus program

The Role

The Purchasing Specialist supports successful project delivery by coordinating procurement planning, technical sourcing, purchasing, and procurement tracking. The role works closely with project teams to identify procurement requirements, source materials and equipment, manage long-lead items, and maintain accurate procurement information and documentation.

The Purchasing Specialist also supports effective procurement processes and digital workflows, including Inventory and Procurement software, to improve visibility, consistency, and commercial control throughout the project lifecycle.

Keys Tasks

The Purchasing Specialist’s responsibilities include, but are not limited to the following:

Preconstruction Procurement Planning & Sourcing

• Participate in project turnover and preconstruction planning to identify procurement scope, long-lead and specification-sensitive materials/equipment, owner requirements, approved manufacturers, and critical release dates.
• Develop and maintain project procurement plans and long-lead schedules aligned with project schedules and required installation dates.
• Coordinate RFQs and competitively source project materials based on the Bill of Materials (BOM) provided by the PM/PC team, ensuring required approvals are obtained before issuing purchase orders.
• Prepare commercial bid comparisons and procurement recommendations considering price, lead time, compliance, exclusions, alternates, warranty, delivery requirements, and commercial risk.

Procurement Execution & Project Support

• Execute approved purchases in accordance with established approval authorities, competitive sourcing requirements, and company procurement controls, including issuing purchase orders and confirming pricing, terms, acknowledgements, and supporting documentation.
• Support Project Managers and Project Coordinators with procurement-related clarifications, supplier follow-up, pricing validation, substitutions, credits, returns, and issue resolution.
• Track critical and long-lead purchases through approval, release, delivery, deficiency resolution, and closeout, proactively communicating risks or exceptions that may affect schedule, cost, or field execution.

Inventory and Procurement Software & Systems

• Act as the operational champion for Inventory and Procurement software within Procurement, supporting implementation, user adoption, training, data quality, and consistent use.
• Maintain accurate and complete procurement information within Inventory and Procurement software and related systems, including RFQs, quotations, purchase orders, required dates, release status, receipts, and supporting documentation.
• Develop and improve practical procurement workflows, templates, standards, controls, and reporting practices to improve efficiency, visibility, and data quality.

VDC & BOM Integration

• Collaborate with VDC and project teams to develop and maintain an effective handoff of procurement-ready BOM information into Inventory and Procurement software, including appropriate data standards, validation, ownership, and quality controls.

Financial Controls, Collaboration & Continuous Improvement

• Process and document purchasing transactions accurately to support three-way matching, and collaborate with project teams and Finance to resolve discrepancies.
• Collaborate with Project Managers, Project Coordinators, Purchasing, VDC, field teams, fabrication, and Finance to support consistent procurement practices and effective project delivery.
• Identify and report procurement risks, savings, cost avoidance, and process-improvement opportunities, while following company approval authorities, confidentiality requirements, and ethical sourcing expectations.

Role Accountability Boundary:

The Purchasing Specialist strengthens procurement discipline and provides technical and commercial support; it does not replace Project Manager accountability. The Project

Manager retains the ultimate buying decision and final approval of product selection and specification compliance. Finance retains accounting, invoice, and payment controls in accordance with company procedures.

Education

• Three (3) or more years of relevant experience in mechanical construction, procurement, project coordination, estimating, distribution, manufacturing, or a related environment preferred.
• Experience reviewing mechanical drawings, schedules, specifications, and supplier quotations and converting technical requirements into clear procurement packages.
• Experience with commercial mechanical systems, fixtures, equipment, pipe, valves, fittings, duct-related products, or related construction materials is strongly preferred.
• Demonstrated experience coordinating multiple procurement packages, deadlines, and internal project stakeholders in a fast-paced environment.
• Experience obtaining and evaluating competitive supplier pricing and negotiating commercial terms, lead times, and delivery commitments.

Experience

• Post-secondary education in Construction, Engineering Technology, Supply Chain, or Business preferred.
• Mechanical trade background, estimating experience, or supplier background considered a strong asset.
• An equivalent combination of education and relevant industry experience will be considered.

Knowledge and Technical Skills

• High proficiency in Microsoft Office 365, particularly Excel, with confidence using structured digital tools.
• Ability to interpret mechanical drawings, equipment schedules, addenda, and submittal requirements.
• Experience analyzing vendor quotes, commercial terms, delivery commitments, and purchase orders.
• Familiarity with evolving model/BOM-based procurement workflows and data handoffs.
• Strong ability to reconcile procurement, field receipt, and invoicing records across systems.

Key Competencies

• Commercial Accuracy: Sharp attention to detail in reviewing vendor quotes, POs, and submittal specs.
• Planning & Prioritization: Strong ability to manage multiple project timelines, release dates, and competing priorities.
• Analytical Problem-Solving: Sound judgment to identify supply risks, pricing discrepancies, and delivery bottlenecks early.
• Collaborative Communication: Clear, professional verbal and written communication across project managers, site operations, suppliers, and finance.
• Adaptability & Integrity: Service-oriented team player with high discretion around confidential pricing and a drive to adopt digital workflows.

Physical and Environmental Requirements

• Standing and walking for extended periods.
• Sitting for prolonged durations, especially when performing computer-based tasks.
• Climbing stairs as needed.
• Performing tasks in a noisy environment.
• Manual dexterity for tasks such as typing and handling system-related tools or equipment.
• Must be able to complete tasks in a noisy environment
• Working indoors and outdoors
• Standing and walking for long periods of time
• Sitting for long periods of time
• Manual dexterity specifically typing
• Climbing stairs
• Bending, crouching, and climbing. You may be required to use ladders

Accommodations for disabilities are available, where needed, upon request.

DILFO uses artificial intelligence as part of the screening process.

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