Procurement Buyer

Intermediate Procurement & Contracts Administrator

Calgary, Alberta • Full-time

About HOCS Projects

HOCS Projects is a Calgary-based engineering, procurement and project management firm supporting the energy industry. We deliver dependable, innovative and responsible design solutions, with constructability and operability considered from project start through fabrication, construction and operations.

Role Overview

HOCS Projects is seeking an Intermediate Procurement & Contracts Administrator to independently coordinate purchasing, expediting and contract administration activities across assigned projects, purchase orders, contracts and material packages. Working with Procurement, Project Management, Engineering, Quality, Construction, Logistics, Finance, vendors and contractors, the role supports competitive sourcing, accurate commercial documentation, contractual compliance and the timely delivery and closeout of materials, equipment and services.

Key Responsibilities

• Independently manage assigned procurement packages, purchase orders and contracts from enquiry or award through delivery and closeout.
• Review material requisitions, scopes of work, specifications, data sheets, schedules and commercial requirements before issuing enquiries or administering agreements.
• Prepare and issue Requests for Quotation (RFQs) to approved bidders, coordinate bidder lists and ensure complete commercial and technical packages are provided.
• Follow up on quotations, review submissions for commercial completeness and prepare commercial bid evaluations, pricing comparisons, clarifications and recommendations for award.
• Coordinate technical bid evaluations and technical clarifications with Engineering while routing vendor and contractor communications through the appropriate project channels.
• Identify commercial exceptions, qualifications, exclusions and deviations, and negotiate pricing, payment and freight terms, delivery commitments and other commercial conditions within delegated authority.
• Prepare and administer purchase orders, service agreements, amendments, change orders, notices and supporting approval documentation, ensuring the agreed scope, price, schedule, deliverables and terms are accurately recorded.
• Expedite assigned purchase orders by maintaining vendor schedules and monitoring drawings, approvals, material availability, fabrication, inspection, testing, shipment and final delivery milestones.
• Proactively identify procurement, contractual and schedule risks, and work with vendors and internal stakeholders to resolve routine commercial, documentation and delivery issues and recover dates where required.
• Track contract values, commitments, approved changes, invoices and remaining amounts, and review invoices and supporting records for contractual compliance before approval routing.
• Monitor contractual milestones, deliverables, insurance, bonds, warranties and required vendor or contractor documentation.
• Maintain complete and accurate procurement and contract files, correspondence, registers, change logs, purchasing logs, expediting reports and status updates in accordance with document-control requirements.
• Coordinate with Project Management, Engineering, Quality, Construction, Logistics, Finance and other disciplines.
• Participate in projects, procurement, vendor and contractor meetings and document commercial actions, outstanding items and decisions.
• Support tendering, contractor performance documentation and purchase order or contract closeout, including the resolution of outstanding commercial and documentation requirements.
• Provide guidance to junior team members and escalate significant commercial, contractual, technical, quality or schedule concerns to the Procurement Lead, Procurement Manager or appropriate project leadership.
• Handle confidential and commercially sensitive information appropriately and complete all activities in accordance with company procedures, client requirements and project schedules.

Education, Professional Registration & Experience

• Diploma or degree in Supply Chain Management, Business Administration, Procurement, Construction Management, Engineering Technology or a related discipline is preferred.
• Three to seven years of relevant experience in procurement, purchasing, expediting, contract administration, supply chain, construction or project environments.
• Experience in oil and gas, energy, industrial construction, fabrication, EPC or EPCM environments is a must, including exposure to Owner and EPCM contracting and procurement practices.
• Working knowledge of RFQs, commercial bid evaluations, purchase orders, service agreements, amendments, change orders, invoicing, claims documentation and contract closeout.
• Understanding of commercial terms, payment and freight terms, Incoterms, contractual obligations and document-control principles.
• Training or experience in negotiation, claims management or contract law is considered an asset.
• Strong commercial analysis, negotiation, vendor and contractor management, problem-solving and risk-identification skills.
• Excellent organizational, attention-to-detail and time-management skills, with the ability to manage multiple priorities and maintain accurate records in a deadline-driven environment.
• Strong written and verbal communication skills and the ability to collaborate professionally with internal teams, clients, vendors and contractors with limited supervision.
• Proficiency with Microsoft Excel, Word, Outlook and Teams.
• Experience with ERP, procurement, materials or contract-management systems is considered an asset.
• Legally entitled to work in Canada and able to travel to client, vendor or project sites as required.