Procurement Coordinator

Requisition Title
- Procurement Coordinator
- Close Date
- 13 June 2023
- Contract Type
- Permanent - Full Time
- Location
- Midhurst, ON L9X 1N6 CA (Primary)- Job Description

***:
The purpose of this position is to provide general administrative and coordination support to the Corporation with a focus on the assigned Procurement Professional, PF&P Management staff and team members, and all internal procure to pay process users. The role supports all facets of the procurement cycle including planning, requests for quotes, supplier selection, purchase order placement, follow-up, expediting where required, validation and completion of receipts, invoice exception investigation and resolution, as well as statistic collection and report creation.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:
1. Provide assistance and guidance to County staff and vendors with regard to the County’s procure to pay processes and procurement policy.

2. In the role of “super-user” provide support to County staff and vendors with regard to the County’s procurement process including competitive processes, purchase order creation and receiving, troubleshooting and identification of transaction vs. system issues, resolution of invoice exceptions.

3. Administration and coordination of various centralized procurement programs and cross corporate operational supply contracts as assigned e.g. advertising, telecom, leased equipment, computers, copier equipment, printing services e.g. business cards, advertising etc.

4. Working closely with the assigned Procurement Professional and other PF&P staff, coordinate procured goods, services, vehicles and related Procure to Pay processes.

5. Create and issue approved complex request for quote and purchase order documents to various suppliers for internal staff/departments for operational and capital procurements utilizing approved systems, sourcing of goods and/or services where required, as assigned and with the approval and review of the assigned Procurement Professional.

6. Act as a first point of procurement contact for the public, vendors, and internal clients for procurement related inquiries e.g. invoice exceptions, procurement policy/procedures after consulting with appropriate management as required.

7. Provide training to new staff on using the SAP system for procurement and utilizing the procurement card.

8. Responding to internal or external inquiries on current competitive processes, issuance and collection of related documents to and from perspective bidders, issuance of addendums, and contract award or non-award correspondence.

9. Digital validation of electronic Bid Bonds, Performance and Labour & Material Bonds for new, current and renewing contracts.

10. Maintain the TOMRMS filing system for the department e.g. contracts, project files, warranties/guarantees, WSIB, Liability Insurance, and vendor Health and Safety policies.

11. Provide administrative support to assigned Procurement Professional(s) e.g. preparation & issuance of correspondence, general communications, arrange meetings, preparation of documents in advance of meetings, take accurate and detailed meeting and evaluation minutes, maintain filing and manage personal calendars.

12. Create, analyze and issue departmental or corporate Open Purchase Order Reports to keep receivers, procurement contacts and management apprised of order status preventing invoice discrepancies and delays in payment process, provide guidance to other procurement contracts on the creation of the Open Order report for their department.

14. Process vendor banking information change requests in strict compliance with the Anti-Fraud Process and adhere to the internal procedure to validate accuracy.

16. Maintain and record PF&P performance metrics and other information on approved software as assigned (e.g. p-card usage stats, web site hits, invoice exceptions, bid register).

19. Maintain Internet/Intranet pages as required to display current and accurate information.

20. Maintain Bids and Tenders County specific webpage, including bidding tool templates, compilation of bid documents, posting of opportunities, issuance of addenda, update of bid results, and troubleshooting technical issues.

21. Create and maintain complex price calculation spreadsheets using public commodity indices.

22. Provide departmental late lunch coverage and vacation coverage.

23. Liaise between staff and various vendors, advise students and vendors on systems policies & functions.

24. Creation of procurement system reports and auditing of data as assigned.

25. Obtain budgetary quotes for internal customers as required.

26. Create work instructions as required (e.g. tender posting).

27. Participate in committees as assigned.

28. Special projects and other duties as required.

29. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

30. Maintain confidentiality in