Procurement Specalist

About Ballad

Ballad is a people-focused organization committed to building stronger communities, workplaces, and opportunities across Alberta. We believe in creating meaningful impact through collaboration, innovation, and genuine connection. Our team is driven by purpose, guided by values, and passionate about helping people and organizations grow. At Ballad, we foster a supportive and entrepreneurial culture where ideas are encouraged, contributions matter, and people have the opportunity to make a real difference every day.

About the Role

The Procurement Specialist is responsible for managing Ballad’s day-to-day procurement activities, with a focus on consumable goods, inventory planning, vendor coordination, and procurement analytics. This role ensures that all office locations and simulated worksites are consistently supplied in a cost-effective and compliant manner.

This role will also lead procurement data analysis and reporting, identifying efficiencies, strengthening compliance, and supporting informed decision-making across the organization.

Key Responsibilities

Supplier Sourcing, Coordination & Performance

• Lead sourcing activities for consumable goods and services, including the development and execution of RFQs and RFPs
• Evaluate vendor proposals and bids, ensuring alignment with cost, quality, service levels, and Ballad’s social and environmental procurement priorities
• Negotiate pricing, terms, and service agreements to achieve best value and mitigate risk
• Maintain supplier records, pricing structures, and contract documentation
• Monitor supplier performance and drive continuous improvement
• Ensure all vendor relationships and procurement decisions align with Ballad’s procurement policies and social impact commitment

Procurement Execution & Inventory Management

• Develop and implement procurement processes that support a mix of centralized and decentralized purchasing
• Establish and maintain inventory management systems, including forecasting, reordering, and stock controls
• Set up and maintain supplier processes to support location-specific purchasing
• Procure and manage branded materials and corporate swag in alignment with brand standards
• Coordinate purchasing of internal services and recurring operational and event needs
• Oversee corporate travel procurement, including preferred vendors and coordination for staff and the executive leadership team
• Ensure all procurement activities align with established policies, procedures, and approval frameworks

Corporate Purchasing & Policy Administration

• Manage corporate purchasing systems, including procurement through corporate credit cards, SAP Concur, and accounting systems (SAGE/Intacct)
• Establish and manage credit card structures, including assignment, limits, and role-based access
• Oversee expense coding and category management to ensure consistency and alignment with financial reporting
• Provide training and guidance to staff on purchasing processes, approvals, and best practices
• Oversee credit card reconciliation processes in collaboration with Finance
• Develop and maintain procurement policies, processes, and procedures aligned with fiscal and social impact commitments
• Monitor compliance and ensure all procurement activities are properly documented and audit-ready

Procurement Analytics & Reporting

• Lead procurement data tracking and analysis, including spend, supplier performance, purchasing trends, and compliance
• Develop and maintain dashboards and reporting tools to provide visibility across the organization
• Leverage AI and automation tools to improve analytics, forecasting, and overall procurement efficiency
• Analyze spend across categories, locations, and suppliers to identify cost-saving opportunities
• Monitor policy adherence and identify areas of risk or inconsistency
• Provide regular reporting and insights to support operational and financial decision-making
• Continuously improve procurement processes through data-driven insights and recommendations

Staff Leadership & Mentoring

• Provide leadership and guidance to the Procurement team.
• Mentor and coach staff, fostering professional development and a positive work environment.
• Champion Ballad’s impact policies, strategies, and commitments.
• Participate in L10 meetings and set quarterly rocks.
• Conduct performance evaluations and provide constructive feedback.

Skills & Qualifications

• 5+ years of experience in procurement, purchasing, inventory management, or supply chain coordination
• Strong analytical skills with experience in data tracking, reporting, dashboard development, and AI tools
• Experience managing inventory systems and procurement workflows
• High attention to detail with strong organizational and process management skills
• Ability to identify efficiencies and cost-saving opportunities through data analysis
• Strong communication skills and ability to work cross-functionally
• Experience with financial processes, purchasing systems, or corporate card management is an asset