Procurement and Order Operations Specialist

Procurement and Order Operations Specialist

Location: Hamilton, Ontario (Hybrid)

The Centre for Probe Development and Commercialization (CPDC) is a Canadian not-for-profit organization advancing innovation in radiopharmaceuticals, alongside a growing portfolio of for-profit subsidiaries and commercial ventures. As CPDC continues to expand its operational and commercial activities, we are seeking a Procurement and Order Operations Specialist to support purchasing, customer order administration, shipment coordination, invoicing, and related operational processes.

Position Overview

Reporting to the appropriate operational or finance leader, the Procurement and Order Operations Specialist is responsible for coordinating the end-to-end order and purchasing cycle across imaging centres, CPDC, manufacturing sites, and external suppliers. The role serves as a central operational contact, helping ensure that quotations, orders, purchase orders, shipments, invoices, customer payments, and royalty calculations are accurate, timely, and traceable.

This is a hands-on role requiring strong attention to detail, sound judgment, and the ability to coordinate multiple stakeholders in a regulated, time-sensitive supply environment. The successful candidate will also help strengthen standard operating procedures, controls, and reporting as CPDC’s commercial activities continue to grow.

Key Responsibilities

• Customer Order Management

• Serve as the primary operational point of contact for receiving orders from health-system and private imaging centres.

• Administer standing and recurring customer orders in accordance with agreed commercial terms, including predefined batch frequency and duration.

• Coordinate order confirmations, changes, and cancellations across imaging centres, CPDC, manufacturing sites, and our vendors.

• Prepare and issue customer quotations in accordance with executed supply agreements, applying customer-specific and province-specific pricing, tax treatment, and invoicing requirements.

• Ensure alignment and traceability among quotations, confirmed orders, deliveries, and invoices.

Procurement, Inventory and Supply Coordination

• Track inventory levels across manufacturing sites, including kit availability, batch production schedules, and expiry constraints.

• Identify and promptly escalate supply or capacity risks, including kit shortages, expiry limitations, and production bottlenecks.

• Prepare and submit purchase orders to our vendors in accordance with contracted pricing and confirmed order requirements.

• Coordinate and track supplier shipments, required documentation, customs requirements, and delivery status.

• Monitor shipment milestones and escalate delays, disruptions, or other delivery risks to CPDC.

Invoicing, Receivables and Royalty Administration

• Prepare and issue customer invoices to imaging centres in accordance with applicable supply agreements.

• Manage accounts receivable activities, including payment tracking and follow-up on overdue invoices.

• Act as the first point of contact for order discrepancies, pricing issues, delivery delays, and invoicing disputes, coordinating resolution with the appropriate internal and external parties.

• Calculate royalty payment amounts in accordance with contractual terms.

• Track receipt of customer payments as the basis for Net Sales and royalty calculations.

• Prepare quarterly internal royalty summaries for review.

Onboarding, Systems and Process Improvement

• Onboard new manufacturing sites into CPDC’s ordering, invoicing, and reporting workflows.

• Set up new imaging centres as customers within CPDC’s internal systems.

• Maintain and update standard operating procedures for purchasing, order processing, shipment tracking, invoicing, accounts receivable, and royalty calculations.

• Identify opportunities to improve workflow efficiency, data accuracy, documentation, and operational controls.

• Maintain organized supporting records and contribute to internal reporting, audit readiness, and continuous process improvement.

Qualifications & Skills

• Post-secondary education in business administration, supply chain, procurement, finance, operations, or a related field.

• Experience in procurement, order administration, supply chain coordination, customer operations, accounts receivable, or a similar role.

· Experience in a regulated, pharmaceutical, healthcare/hospital, life sciences, manufacturing, or multi-entity environment is required.

• Strong organizational skills and the ability to manage multiple orders, deadlines, and stakeholders simultaneously.

• High level of accuracy and attention to detail when working with pricing, taxes, purchase orders, invoices, contracts, and shipment documentation.

• Strong proficiency with Microsoft Excel and experience using accounting, purchasing, inventory, or order-management systems.

• Clear and professional written and verbal communication skills, including the ability to work effectively with customers, suppliers, manufacturing partners, and internal teams.

• Ability to work independently, exercise sound judgment, maintain confidentiality, and escalate operational risks promptly.

• Knowledge of Canadian sales taxes, customs documentation, and cross-border shipping processes is required

Work Environment

CPDC operates under a hybrid work model. Employees are expected to work one to two days per week from CPDC’s Hamilton office, with flexibility to work remotely on other days. The role may require coordination across multiple locations, suppliers, manufacturing sites, and customer organizations, with responsiveness to time-sensitive ordering and delivery matters.

Pay Transparency & Hiring Process Disclosure

In accordance with Ontario’s Pay Transparency legislation, the expected compensation range for this role is $64,000–$80,000 annually. Final compensation will be determined based on experience, qualifications, and internal equity.

CPDC does not use artificial intelligence to screen or assess job applicants.

Interested candidates can also send your resume directly to: HR@cpdc.ca.