Job Description

Job Title:

Purchasing Coordinator / Administrator

Company:

Workshop Hospitality

Location:

Toronto, ON (4-days in-office)

About Us:

Workshop Hospitality is a fast-growing custom furniture manufacturer based in Toronto, with offices in Asia. We specialize in providing high-quality, bespoke furniture for 4 and 5-star hotels. In just 4 years, we've established ourselves as a key player in the hospitality furniture industry. As we continue to grow, we're looking for a proactive and adaptable Purchasing / Control Sample Coordinator to support our project management team and / projects.

Job Summary:

In this role, you'll be the key support for our project management, design, logistics, and accounting teams, focusing on purchasing and coordinating materials to keep our projects running smoothly. This includes managing the procurement and timely delivery of fabrics, control samples, and electrical components to our facility in China. You'll also maintain organized records and communication between internal teams and vendors. We're looking for an independent self-starter who's equally comfortable as a team player and thrives in a dynamic, fast-paced environment.

Key Responsibilities:

Purchasing & Vendor Relations

Procure fabrics, control samples, and materials based on project specifications. Build and maintain strong vendor relationships to ensure timely delivery of samples and materials. Track shipments meticulously within the Master Tracker, updating all departments as required.

Control Sample Coordination

Oversee the end-to-end process for control samples: ordering, tracking, and organizing physical samples. Partner with project management and design teams to review and confirm samples for customer approval and shipment.

Shipping & Logistics Support

Prepare shipping labels, customer information, and schedule sample shipments via UPS/FedEx. Coordinate with logistics and vendors on delayed shipments, facilitating quick solutions and updates.

Documentation & Presentation

Take high-quality photos of samples for internal records and maintain organized project documentation. Create PowerPoint presentations showcasing sample images and materials for client review.

Master Sheet Maintenance

Maintain a master sheet detailing fabrics, control samples, materials, and finishes, ensuring all information is accurate and up-to-date for procurement and tracking.

Split Shipment Scheduling

Based on customer timelines and quantity matrices, plan split shipment schedules for phased deliveries and coordinate with internal teams and vendors.

Proactive Problem-Solving

Anticipate needs, gather necessary information, and research details independently to keep processes on track.

Cross-Department Communication

Act as a liaison among PM, design, logistics, and accounting departments, ensuring accurate and up-to-date sample-related information across all documentation. Collaborate with warehouse and logistics teams on fabric shipments, following up with vendors to resolve any shipment issues or missing paperwork.

Independence & Teamwork

Handle tasks independently, using sound judgment to prioritize and make decisions. Seek information proactively from internal files and documents when needed.

Qualifications:

Exceptional attention to detail and strong organizational skills Proven ability to manage multiple tasks under tight deadlines Familiarity with furniture materials and finishes (preferred, not required) Experience in logistics coordination, UPS/FedEx shipping, and vendor management (preferred, not required) Proficient in Microsoft Office, especially PowerPoint and Excel Excellent communication skills for effective multi-departmental collaboration Independent problem-solver with a proactive mindset Prior experience in procurement or purchasing coordination is a plus

Compensation:

Annual Salary:

$50,000-$65,000

Benefits:

Benefits available after a 3-month probationary period
Job Types: Full-time, Permanent

Pay: $50,000.00-$65,000.00 per year

Benefits:

Employee assistance program Paid time off
Work Location: In person