Purchaser & Supply Chain Coordinator

Location: Dartmouth, Nova Scotia, with travel to branch locations as required

Position Summary

Lead purchasing and inventory planning across all Ritchie’s Flooring locations, supporting residential, retail, commercial, multi-unit, insurance, and project work. Ensure the right materials arrive when needed, reduce cash tied up in stock, and protect margins through disciplined buying and supplier management. Oversee branch teams responsible for displays and samples, assigning work and verifying completion.

Key Responsibilities

• Project forecasting and phased deliveries Maintain a live material forecast for every project with project managers, sales, and service teams. Confirm quantities, installation dates, supplier lead times, and delivery windows. Stagger shipments by project phase, allowing appropriate supply buffers while avoiding premature deliveries and excess warehouse inventory. Follow up regularly and adjust orders and releases as schedules change.

• Inventory planning across branches Set and review replenishment levels using demand, committed projects, available stock, and lead times. Check stock across branches before placing new orders and coordinate transfers and rebalancing to reduce duplicate buying and shortages.

• Purchase orders and supplier follow up Prepare accurate purchase orders for flooring, tile, cabinetry, doors, mouldings, and related products. Confirm pricing, quantities, specifications, availability, and delivery commitments. Track open orders, backorders, and special orders through receipt, and communicate risks and recovery plans promptly.

• Aged stock and inventory reduction Review slow-moving, excess, and discontinued inventory monthly. Recommend and coordinate transfers, supplier returns, project allocation, or clearance with branch management, and follow through on agreed actions.

• Inventory accuracy Oversee cycle counts and audits with warehouse and branch teams, investigate discrepancies, and ensure timely corrections in RFMS and company systems. Maintain reliable records of stock, commitments, transfers, and receipts.

• Freight and landed cost Coordinate inbound freight, consolidation, and delivery appointments with suppliers and receiving teams. Compare total landed costs, including freight and handling, and balance freight savings against project timing, storage capacity, and inventory carrying costs.

• Supplier claims and credits Own follow up on shortages, damaged or incorrect shipments, returns, and pricing discrepancies. Work with receiving and accounting to secure replacements or credits and close outstanding issues.

 Supplier Programs and Branch Oversight

• Supplier pricing and terms Build supplier partnerships and negotiate competitive pricing, payment terms, delivery arrangements, and return provisions within approved authority. Coordinate supplier selection and purchasing priorities with the President and Executive Director, Operations and Supply Chain.

• Annual vendor rebates Negotiate and manage annual rebate agreements with each supplier partner, including volume incentives and growth bonuses. Document terms, monitor purchasing against thresholds monthly, and pursue improved returns without unnecessary buying. Reconcile earned rebates with accounting and ensure collection.

• Cooperative advertising and marketing funds Negotiate supplier co-op funding for eligible advertising, promotions, displays, and samples. Coordinate with marketing and accounting to plan eligible spending, obtain required approvals, retain supporting records, submit claims before deadlines, and collect reimbursements.

• Supplier funded displays and samples Secure suitable displays, racks, and replacement samples at no cost to the company wherever possible. Obtain management approval before accepting charges. Maintain an inventory of displays and samples by branch, including supplier ownership and applicable program terms.

• Showroom and stock wall oversight Assign and oversee branch staff to keep racks and samples current, remove discontinued items, and ensure every stocked product in the warehouses is represented on the stock wall or appropriate showroom display. Conduct regular reviews, identify gaps, set completion dates, and verify updates. Branch teams perform the physical work.

• Purchasing authority and reporting Follow approved stock limits, project budgets, and purchasing authority. Obtain approval for large commitments, speculative purchases, and substitutions. Provide one monthly report covering inventory, project delivery risks, supplier performance, landed costs, rebates, co-op funds, credits, and corrective actions.

Key Performance Indicators

Targets are agreed with management and assessed together to balance material availability, delivery timing, inventory investment, and margin.

• Inventory accuracy, stock availability, and backorder reduction.

• Inventory turnover, carrying costs, and reduction of aged or excess stock.

• Deliveries within agreed project windows, including avoidance of premature arrivals.

• Purchase order accuracy, supplier delivery performance, and freight cost control.

• Rebates earned and collected, co-op funds used and recovered, and outstanding supplier credits.

• Stock wall coverage, sample accuracy, and timely completion of branch display updates.

Qualifications

• Experience in purchasing, procurement, inventory management, supply chain, or logistics; experience in building materials, flooring, construction supply, retail, or distribution is an asset.

• Strong analytical, forecasting, negotiation, and organizational skills, with advanced Microsoft Excel proficiency and experience using inventory systems; RFMS experience is an asset.

• Excellent communication and supplier relationship skills, with the ability to direct and follow up on work across branch teams and manage competing priorities.

• Valid driver’s license and ability to travel between branch locations as required.