Procurement Coordinator

3 weeks ago

North York, Canada Aga Khan Museum Full time

The Aga Khan Museum connects cultures and communities through the arts. The Museum’s mission is to spark wonder, curiosity, and understanding of Muslim cultures and their connection with other cultures.

The Toronto-based Museum promotes pluralism through art, storytelling, and enlightened encounters, across cultures. Using traditional and contemporary art as well as performing arts as a force for positive change, the Museum’s vision is to impact lives and contribute to more inclusive and peaceful societies. The Museum acts as a global learning hub, playing a unique and pivotal role in building connections between people and communities locally, nationally, and internationally.

**Purpose of Position**

The Procurement Coordinator will play a critical role in ensuring that the organization's procurement activities function efficiently. This position will report to the Procurement Specialist and will assist in various tasks related to purchasing, vendor management, and administrative support to ensure the smooth operation of procurement activities. The Procurement Coordinator will be responsible for processing online purchases, managing order status and deliveries, maintaining purchasing files, and supporting budget managers and suppliers.

**Key Responsibilities**

**PROCUREMENT**
- Assisting with the administration of procurement products and services, and maintaining accurate and organized records of procurement activities, including purchase orders, invoices, contracts, and other relevant documentation.
- Providing general administrative support to the Procurement Specialist, such as scheduling meetings, preparing presentations, and organizing documents.
- Reviewing requisition orders to verify accuracy and specifications before processing and placing orders.
- Handling online purchase orders and ensuring timely payment through credit cards or other approved payment methods.
- Responding promptly to inquiries from budget managers/requestees and suppliers regarding order status, changes, or cancellations.
- Monitoring inventory levels regularly and determining when quantities are insufficient for upcoming demands.
- Contacting suppliers to schedule or expedite deliveries and resolving any issues related to missed or late deliveries, shortages, or other problems.
- Maintaining and reviewing purchasing files, reports, and price lists to ensure accurate and up-to-date records.
- Tracking the status of orders from placement to delivery, ensuring that shipments meet the specified requirements.
- Ensuring that all packing slips have been verified for all pertinent information and conducting inspections upon delivery to verify that orders are correctly fulfilled.
- Liaising with Accounts Payable to ensure accurate and timely payment.
- Preparing monthly credit card expense reconciliations, ensuring accuracy and adherence to budgetary guidelines.
- Collaborating with Procurement Specialist to assist in flight and hotel arrangements for staff travel when required.
- Assisting Procurement Specialist in RFQ/RFP process i.e. preparing documents for vendors.
- Assisting in preparing and maintaining procurement-related budgets and financial records.
- Any other duties assigned by the Procurement Specialist.

**VENDOR COMMUNICATION**
- Informing vendors of any product defects or issues.
- Entering and preparing vendor return authorizations.
- Communicating vendor return information to the warehouse for shipment preparation.
- Coordinating outbound freight with the logistics department.
- Requesting credit from the vendor for return authorizations.

**Qualifications & Experience**:

- Bachelor’s degree in business administration, supply chain management, or a related field.
- Proven experience in procurement and order processing.
- Strong negotiation, communication, and problem-solving skills.
- Detail-oriented with excellent organizational and time management abilities.
- Proficient in using procurement and office software (e.g., Moniroo, Business Centre, PowerBI, Microsoft Office suite, and Tissitura).
- Ability to work independently and as part of a team in a fast-paced environment.
- Ability to work well under pressure, remain organized, and work efficiently with limited supervision.
- Knowledge of relevant procurement laws, regulations, and ethical practices.
- Strong analytical and reporting skills.

**To Apply**

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $45,000.00-$55,000.00 per year

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (required)

**Experience**:

- purchasing: 2 years (preferred)

Work Location: Hybrid remote in North York, ON M3C 1K1

Application deadline: 2024-05-17
Expected start date: 2024-05-27

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