Procurement & Logistics Coordinator

About L Squared L Squared is a fast-growing B2B digital signage software company. Our cloud-based platform helps multi-location businesses manage, schedule, publish, and monitor content across their digital display networks. We are looking for people who want to build processes and structure inside a scaling company. About the Role We are hiring a Procurement & Logistics Coordinator to own the day-to-day flow of everything we buy and everything we ship. Hardware is the largest piece of it: purchasing, order management, device build and imaging, shipping and receiving, and inventory. But the role goes wider than hardware. You will also handle purchasing across software and SaaS, telecom and connectivity, IT services, freight, and general operational supplies. You will be the person who makes sure the right components are in stock, that devices are built and ready before they leave, and that shipments get where they need to go, including across the border. Beyond execution, you own the commercial side of our vendor relationships: sourcing suppliers, running competitive quotes, negotiating pricing, volume discounts and payment terms, holding vendors to their commitments, and tracking what we spend and where we can spend less. This is a hands-on operations role with real ownership over how the process runs and real influence over what it costs. If you like taking a process that works by memory and turning it into something documented, measurable, and cheaper to run, this is the seat. What You'll Own Purchasing and Order Management Process incoming hardware orders from intake through to delivery, confirming component availability and shipping dates with the Sales and Operations teams. Place and track purchase orders across all spend categories: hardware components, displays and mounts, software and SaaS licenses, telecom and connectivity, IT services, freight, and operational supplies. Run competitive quotes for purchases above the approved threshold, comparing landed cost, lead time, warranty terms, and total cost of ownership rather than unit price alone. Confirm order accuracy against quotes and contracts before release, and resolve pricing, quantity, and shipping discrepancies with vendors. Maintain the purchase order and receiving records that Finance relies on to match invoices to what was ordered and what actually arrived. Vendor Management and Commercial Negotiation Source, evaluate, and onboard new suppliers, including reference checks, financial and delivery reliability, and security review where a vendor will touch our systems or customer environments. Negotiate pricing, volume and tiered discounts, rebates, price protection, freight terms, and payment terms with vendors and carriers. Recommend and negotiate within approved authority levels, and escalate to the VP Operations and Finance above threshold or where contract terms change. Improve payment terms and cash timing in partnership with Finance, including net terms, early payment discounts, prepayment avoidance, and consolidated billing. Consolidate spend where it earns better pricing, and reduce the number of low-value one-off suppliers we transact with. Own the vendor and contract register: who we buy from, what we agreed to, what it costs, when it renews, and the notice date required to change or exit. Flag renewals early enough to act on them rather than absorb an auto-renewal. Track supplier performance against simple, agreed measures such as on-time delivery, quoted versus actual lead time, defect and RMA rate, and price variance. Raise underperformance with the vendor and bring repeat issues forward with a recommendation. Run periodic check-ins with our most important suppliers so pricing, roadmap, lifecycle notices, and supply risk are known in advance instead of discovered at order time. Hardware Build and Device Readiness Assemble and image media player devices following documented build procedures, completing the required checks before each unit ships. Keep build documentation, images, and quality checklists current as hardware models and software versions change. Coordinate hardware returns, RMAs, and warranty claims with vendors, and track credits and replacements through to resolution. Support secure decommissioning and disposal of end-of-life devices, including data wiping and responsible e-waste handling. Shipping, Logistics, and Trade Compliance Coordinate inbound and outbound shipments, including cross-border shipments and the supporting customs documentation. Arrange shipping and receiving of hardware and display equipment for company projects, installations, and offsite events. Manage relationships with carriers, freight forwarders, and customs brokers, and negotiate freight rates and service levels. Keep cross-border shipments compliant and predictable: tariff classification, certificates of origin under CUSMA where applicable, Incoterms selected deliberately, accurate commercial invoices, and correct duty and tax treatment. Support our obligations in the CBSA CARM Client Portal, including declarations, statements, and reconciliation with Finance. Investigate shipping exceptions, damage, and loss claims, and drive them to a recovery or a documented write-off. Inventory, Forecasting, and Asset Control Maintain accurate inventory counts and device records, tracking stock levels and flagging replenishment needs before they become urgent. Set and maintain reorder points, safety stock, and lead-time buffers by component, and adjust them as demand and supplier performance change. Build a forward view of hardware demand using the sales pipeline and project schedule, so purchasing is planned against what is coming rather than reactive to what has already closed. Identify supply risk early: single-source components, end-of-life and last-time-buy notices, extended lead times, tariff exposure, and currency exposure on USD purchases. Propose alternates or buffer stock before a gap hits a customer commitment. Work with the IT team on on-site hardware counts, asset record accuracy, and related hardware and operations tasks. Documentation, Controls, and Reporting Keep operational documentation current for the ordering, shipping, receiving, and vendor onboarding processes. Provide purchasing and shipping documentation to Finance, and act as the point of contact for vendor invoice questions tied to your orders. Hold the purchasing controls: nothing bought outside the purchase order process, approvals obtained at the right threshold, and every invoice traceable to a purchase order and a receipt. Report on category spend, cost savings realized, budget versus actual, on-time delivery, and inventory position on a regular cadence. What You Bring 2 to 3 years of experience in procurement, purchasing, logistics, shipping and receiving, or order coordination, including direct dealings with vendors on price and terms. Demonstrated experience negotiating with suppliers. You have asked for a better price, a volume tier, or longer terms and got them, and you can walk through how. Working knowledge of purchase order process, quote comparison, and vendor onboarding, and comfort holding the line on process when someone wants to skip it. Practical understanding of commercial terms: net payment terms, early payment discounts, volume and tiered pricing, Incoterms, and basic contract mechanics including term, renewal, notice, and termination. Knowledge of cross-border shipping and Canadian customs documentation, including tariff classification and certificates of origin. Familiarity with CARM is an asset. Comfortable working with computer hardware and able to follow technical build procedures accurately and efficiently. Experience keeping inventory records and stock counts accurate. Strong Excel skills and comfort working in Microsoft 365. Comfort working in a CRM, quoting, or accounting system such as HubSpot, a CPQ tool, or QuickBooks is an asset. Well organized with strong attention to detail, and able to manage a high volume of daily tasks without losing track of any of them. Clear written communication with internal teams, vendors, and carriers, and the confidence to push back on a supplier in writing. Diploma, certificate, or degree in supply chain, logistics, business administration, or information technology, or equivalent hands-on experience. Nice to Have Background in digital signage, AV, or IT hardware. Experience with freight forwarders, customs brokers, or ATA Carnets. Experience buying software, SaaS, or telecom, including renewal and true-up negotiations. Exposure to purchasing inside a SOC 2 or ISO 27001 environment, including vendor security review and asset tracking for audit. Progress toward SCMP, CPP, CSCP, or a similar supply chain designation. Prior experience maintaining or writing operational documentation and process guides. Additional Information:This is an on-site roleWhat you’ll love About Us:A fun, fast-paced, open, and friendly work environmentCompetitive salary based on experienceTraining & development opportunitiesPaid personal time offCompany eventsGym and retail perksPerformance incentivesBenefits:Company eventsflexible scheduleOn-site parkingPaid time offMyHSA Health Spending Account