Procurement Coordinator

4 days ago

Toronto, Canada Workplace Safety and Insurance Board Full time

Under the supervision of the Manager and under the work direction of the Senior Procurement Coordinator provide administrative support of all shared services online procurement programs used to procure goods and services by performing duties such as; receiving and reviewing documents for completeness, recording information in a number of databases/systems/tools providing administrative support for the Pcard program, maintaining files, purchase orders, provide regular and ad hoc reports, coordinating off-site storage and retention records, answering routine enquiries from internal and external clients.
**Major Responsibilities**
**1. Procure to Pay (P2P)**
- Receiving and reviewing all high volume online/digital forms/documents for completeness and accuracy by ensuring compliance to Procurement and other signing authority WSIB policies, including; forms/documents such as; Expenditure Approval forms (PARs), On-line Requisitions, Contracts, Purchase Orders etc.;
- Assisting in educating the clients on documentation and communication from multiple sources, including policies, directives, procedures, service and material specifications, contracts, legal opinions, supplier responses to procurement requests, supplier literature, correspondence from colleagues and suppliers;
- Recording incoming documentation in the Strategic Procurement Planner (SPP) database;
- Identifying procurement compliance issues and contacting the business area to resolve any issues and, if necessary, returning/resubmitting forms/documents to the client for correction (digital);
- Recording and maintaining information repositories of all related procurement documents and other applicable documentation, as well as documents that require additional approvals, such as PAR’s and Non-Competitive Process requests (NCBC’s), signed contracts etc.;
- Coordinating and administering the offsite storage and retention of all procurement documents.
- Creating, adding or modifying Master Item IDs for acquisition of items on IFS Procurement Module by:

- Creating a new/modifying item on IFS by entering the required information, such as name of item with detailed description, part numbers, costs, account code, asset ID#, if applicable, etc.;
- Contacting clients to provide the new item ID number;
- Contacting Accounts Payable and forwarding necessary documents, such as invoice or a letter from supplier, as proof to set up a new supplier in IFS, as requested by line of business.
**2. E-Procurement (Corporate Credit Card)**
- Requesting and/or running query reports on purchasing usage for other areas such as food purchases, office supplies, toners, new cardholders, terminated cardholders etc.;
- Maintaining master corporate user database by supplier system, updating on a timely basis;
- Educating users on proper use of online procure to pay systems, policy information and changes to procedures;
- Assisting in delivering training programs to internal customers on online procure to pay processes and procedures.

**3. Other Support Functions/Duties**
- Supporting the required RFx process for corporate shared services categories and supporting any electronic purchasing systems as implemented such as setting up accounts with office supply service provider on behalf of clients;
- Maintaining and updating user database with details of all non-compliances and resolutions, forwarding information to Manager for non-compliance reports;
- Performing other related duties as assigned or required.

**Job Requirements**

**Education**:

- Post secondary diploma up to two years in procurement, supply chain management, business administration or finance.

**Experience**:

- Three months prior experience in procurement.

**Our commitment to equity, diversity and inclusion**

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

The WSIB is committed to being accessible and inclusive, and following barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please let us know when we contact you and we will work with you to meet your needs.
**Disclosing conflicts of interest**

**Privacy information

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