Xenali: Procurement & Purchasing Specialist

Headquarters: Edmonton

URL: https://xenali.com

Job Title

Procurement & Purchasing Specialist (Wholesale B2B) — Remote (Canada) | MST Hours

Location

Company headquartered in Edmonton, Alberta (role is remote, working MST hours).

Reports To

Director of Finance & Operations

Compensation

Salary in line with experience

About the Role

We’re a Canadian wholesale B2B company sourcing products internationally (India and China) and through domestic partners. We’re hiring an experienced procurement and purchasing professional to manage end-to-end purchasing execution, supplier performance, and cost/delivery outcomes. A major focus of this role is proactive shipping coordination to support Just-In-Time (JIT) inventory flow—reducing surprises, preventing stock-outs, and avoiding excess inventory.

Key Responsibilities

Purchasing & Order Management

• Create and manage purchase orders (POs) end-to-end: quotes, PO issuance, confirmations, changes, expediting, and close-out.
• Maintain clean purchasing records: pricing, lead times, MOQs, case packs, and supplier terms.
• Track order status across suppliers and domestic partners; proactively resolve delays, shortages, and substitutions.
• Ensure purchasing decisions align with demand planning, project requirements, and cashflow timing.

Proactive Shipping & JIT Coordination (Core Priority)

• Drive ship-readiness with suppliers: confirm production completion dates, packaging details, carton counts, weights/dimensions, and ship windows.
• Coordinate shipment timing and cadence to promote JIT replenishment (right product, right time), minimizing both stock-outs and overstock.
• Proactively flag risks (factory delays, booking constraints, port congestion, domestic carrier issues) and propose mitigations (split shipments, alternate routing, substitute items, revised ETAs).
• Maintain accurate ETA tracking and communicate changes early to internal stakeholders.
• Support logistics partners by ensuring documentation is correct and delivered on time (commercial invoices, packing lists, required references).

Supplier & Cost Management

• Manage supplier relationships across India, China, and Canada, including performance tracking (OTIF, quality, responsiveness).
• Negotiate pricing, payment terms, lead times, and purchasing conditions; protect margin and service levels.
• Identify alternate sourcing options when pricing, availability, quality, or risk requires it.
• Support supplier scorecards and continuous improvement initiatives.

ERP & Cross-Functional Coordination

• Use NetSuite (highly desirable) to manage vendors, items, POs, receipts, and purchasing reporting.
• Partner with Sales/Project teams, Finance/AP, and Operations to ensure purchasing is aligned to real demand and operational capacity.
• Maintain accurate vendor and item master data (pricing, lead times, MOQs, preferred vendors).
• Contribute to process improvements: tighter PO controls, cleaner receiving, better visibility, fewer exceptions.

Required Qualifications

• 5+ years of hands-on purchasing/procurement experience (wholesale/distribution or B2B preferred).
• Fluent English (written and spoken) — able to negotiate, document, and communicate clearly.
• Experience managing suppliers across multiple time zones; international sourcing exposure (China/India) is a strong asset.
• Strong PO management discipline: detail-oriented, deadline-driven, and comfortable running multiple orders at once.
• Strong Excel/Google Sheets capability for tracking, reconciliation, and basic analysis.
• Proven ability to work independently in a remote environment with strong follow-through.

Highly Desirable

• NetSuite experience (POs, vendor management, receiving, reporting).
• Comfort with shipping concepts affecting purchasing outcomes: lead times, booking windows, Incoterms basics, cartonization details, and documentation flow.
• Experience improving JIT or inventory turns through better purchasing/shipping coordination.
• Vendor KPI tracking (OTIF, lead time accuracy, quality trends) and process improvement mindset.

Core Competencies

• Proactive ownership (anticipates problems and acts early)
• Negotiation and vendor relationship management
• High accuracy and attention to detail
• Strong prioritization and calm execution under pressure
• Clear, direct communication with internal teams and external suppliers
• Continuous improvement mindset (tighten process, reduce waste, prevent repeat issues)

Work Arrangement

• Remote role (Canada)
• Must be available and working standard business hours on MST (Mountain Standard Time) – 8:30 AM to 5:30 PM MST
• Collaboration via Teams/Email/NetSuite; reliable internet and a professional remote setup required

What Success Looks Like (First 90 Days)

• You independently run the PO process with consistent documentation and minimal exceptions.
• Supplier confirmations are obtained quickly and tracked accurately.
• JIT-supportive shipping cadence is established (fewer urgent expedites, fewer stock-outs, less excess inventory).
• Delays are flagged early with mitigation options presented—not last-minute surprises.
• NetSuite purchasing data is clean, reliable, and decision-ready.

How to Apply

Submit your resume and a short note covering:

1. Years of purchasing experience, 2) NetSuite exposure, 3) International supplier experience (India/China), 4) Confirmation you can work MST hours.

To apply: https://weworkremotely.com/remote-jobs/xenali-procurement-purchasing-specialist

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