Acting Coordinator, Procurement

1 week ago

Victoria, British Columbia, Canada BCI Full time

Closing Date:
August 27, 2023

Finance - Procurement

  • Are you a professional seeking a new challenge? Join us as a Procurement & Contracts Coordinator and play a key role in managing BCI's contract lifecycles._

THE OPPORTUNITY
Reporting to the Manager, Procurement, the Coordinator, Procurement & Contracts is responsible for managing the contract lifecycles at BCI.

The duties include drafting contracts, task orders, and work requests; preparing bidding documents and conducting bidding processes; ensuring all legal and insurance requirements are met before contract execution; preparing reports; recording documents; maintaining the contract log and filing system and working with the business units to administer active contracts.

The coordinator also manages the Contractor staff records.

THE TEAM


The Finance department is responsible for investment and corporate accounting, valuations, as well as financial statements and financial reporting to our clients.

The team also leads BCI's budgeting process, tax structuring and tax compliance, finance client engagement, finance operations, and investment performance and analytics.

Working with our internal business partners, auditors and external advisors, the Finance department strives to be a trusted advisor to our internal and external clients by providing timely, accurate, and relevant financial information and analysis.


The Procurement team is responsible for BCI's contract and vendor management lifecycles at BCI, including cost and vendor management and enabling departments with planning, sourcing, selecting, managing, and negotiating for a wide range of goods and services.

THE QUALIFICATIONS- Business Administration degree or related field, Procurement Management certification/diploma, or equivalent experience- At least 3 years of experience in procurement/contracts administration or management; relevant experience outside of procurement/contract management will also be considered- Demonstrated ability to work cooperatively with colleagues, ensuring that administrative systems and processes are consistently adhered to and monitored for effectiveness, as well as identifying and resolving any gaps that may arise- Familiarity with legal contracts and language- Strong planning, organizational, and time management skills- Proficiency in Microsoft Word, Excel, and Access- Excellent communication, decision-making, and negotiation skills

Nice to have but not required- Experience in researching and drafting contract outcomes

THE DAY TO DAY
Your day will change depending on what's priority, but could include the following- Providing guidance to contract managers, department administrators, proponents, and contractors on contract strategy, administration procedures, and disbursements- Initiating and preparing contracts using BCI templates, such as Statements of Work (SOWs), Term Sheets, Limited-Service Agreements, and General Service Agreements- Leading contract reviews in accordance with BCI policy, legal, and legislative guidelines for various contract types- Managing contract execution for both internal and external stakeholders- Offering orientation, training, and coaching to team members, including new hires, co-op students, and interns- Tracking, reporting, and maintaining contract records, logs, and systems throughout the contract lifecycle, along with generating renewal reports and notifications for internal stakeholders- Delivering exceptional service to all stakeholders and clients- Overseeing and coordinating contractor staff augmentation from start to finish- Managing the Temp Quote and ITT process, including requirements gathering, document drafting, evaluation, interview coordination, and vendor communication for temporary staffing needs- Monitoring and evaluating contract performance to ensure compliance with terms and conditions

Shared Responsibilities- Proactively addressing potential issues by conducting environmental scans, identifying concerns, and collaborating with leadership on effective solutions- Assisting in the development of educational materials, training for hiring managers, and orientation programs for contractors- Partnering with the Procurement and Contract Administrator to lead contingent worker onboarding and offboarding at BCI- Promoting best-practice electronic and hard-copy records management within the procurement team- Establishing and maintaining effective communication with internal and external stakeholders, including current and prospective vendors- Collaborating with the Procurement and Contract Administrator to monitor, prioritize, and address requests sent to the shared contracts mailbox- Reporting procurement, contract, and vendor management metrics to senior management

WHY JOIN BCI?


With our values as our anchor, it's our people that help shape employee-focused initiatives and who create the environment we work in each day.

BCI has been recognized as one of

Canada's Top 100 Employers
- for the fourth

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