Admin & Procurement Officer

Pelee Island Winery & Vineyards Inc•Kingsville, ON

10d•Onsite

About The Position

The Admin & Procurement Officer at Pelee Island Winery is responsible for sourcing and securing goods, materials, services, and equipment essential to winery operations. This role ensures effective procurement planning, reliable supply chain support, and strong vendor performance while maintaining compliance with company policies, quality standards, and applicable regulatory requirements (including alcohol industry requirements and customs processes where applicable). This position supports winery operations including production, bottling, packaging, warehouse, and logistics, ensuring timely purchasing, accurate documentation, and cost-efficient procurement practices.

Requirements

Diploma or Bachelor’s degree in Supply Chain Management, Business Administration, Commerce, Finance, or a related field.
3–5 years of procurement/purchasing experience.
Experience managing supplier relationships and negotiating moderate-value contracts is required.
Knowledge of inventory and logistics operations.
Proficiency in Microsoft Office (especially Excel) and ERP/procurement systems (e.g., SAP, NetSuite, or similar).
Strong negotiation, analytical, and problem-solving skills.
Excellent communication, customer service, and relationship-management abilities.
Highly organized, detail-oriented, and able to manage multiple priorities with accuracy.
Able to work independently while collaborating across departments.
High level of integrity, accountability, and confidentiality.

Nice To Haves

Experience in manufacturing or food & beverage is strongly preferred.
Experience conducting RFQs/RFPs and category spend management is an asset.
Experience with perishable materials, fragile packaging, and regulated products is an asset.
Experience in global sourcing and trade compliance (customs, Incoterms) is an asset.
Support global sourcing requirements including Incoterms and international trade documentation (considered an asset / as applicable).

Responsibilities

Assess procurement needs across departments and coordinate purchasing requirements with Production, Bottling, Packaging, and Logistics teams.
Identify, evaluate, and select suppliers (local and global) for materials including: Packaging (glass, labels, cartons, closures), Operating supplies, parts, equipment, and contracted services.
Prepare, issue, dispatch, and track purchase orders (POs) to ensure accuracy and timely delivery.
Provide support and guidance to internal teams on procurement processes throughout the full procurement cycle.
Maintain accurate procurement documentation, supplier files, purchase records, regulatory documentation, and an up-to-date asset register.
Receive, inspect, and reconcile incoming goods against purchase orders and delivery documentation.
Coordinate procurement for seasonal and bulk supply needs (e.g., harvest, packaging and bottling production requirements).
Support demand planning and inventory availability by coordinating with the Logistics team to forecast demand and maintain optimal stock levels.
Assume ownership of the Item Master Record and Bill of Materials (BOM) updates in the ERP system (as needed for purchasing and inventory tracking).
Build and maintain strong supplier relationships to ensure quality, continuity, and value.
Support supplier onboarding and evaluation processes; maintain vendor compliance documentation.
Negotiate pricing, service terms, payment conditions, and long-term agreements to secure best overall value.
Draft, review, and manage contracts ensuring compliance with operational, quality, and regulatory standards.
Track supplier performance using service expectations such as KPIs and SLAs.
Resolve vendor issues proactively and design solutions for procurement challenges (shortages, delays, quality issues, etc.).
Identify and mitigate procurement risks including price volatility, supplier reliability, and transportation disruption.
Coordinate with inbound logistics providers, customs brokers, and 3PL partners (as applicable).
Support shipments requiring special handling such as temperature-controlled or fragile packaging requirements.
Support global sourcing requirements including Incoterms and international trade documentation (considered an asset / as applicable).
Ensure procurement activity aligns with winery regulations, internal controls, and audit requirements.
Participate in procurement budgeting and monitor expenditures.
Identify and implement cost-saving opportunities through strategic sourcing and market analysis.
Prepare regular procurement reporting for the Logistics Manager, including: Purchasing activity updates, Spend analysis, Vendor performance summaries, Variance tracking.
Contribute to continuous improvement of procurement practices, sourcing strategies, and operational efficiency.
Perform other duties as assigned by the Logistics Manager.