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Coordinator Contract Administration

2 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 41532

**Job Category**:Finance, Accounting & Purchasing

**Division & Section**:Corporate Real Estate Management, Business Management

**Work Location**:METRO HALL, 55 John Street, Toronto, Ontario, M5V 3C6

**Job Type & Duration**:Full-time, Temporary (12 month) vacancy

**Hourly Rate and Wage Grade**:$38.47 - $42.14

**Shift Information**: Monday to Friday, 35 Hours Per Week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 03-NOV-2023 to 17-NOV-2023

**Information Session**:
**Please note: The Corporate Real Estate Management Division has set up an Information Session for this job posting on November 10, 2023, from 11:00am - 12pm**

**Job Summary**:
**To support Facilities Management and perform the needed procurement by utilizing various solicitation methods. To perform the administrative requirements necessary to maintain Corporate Real Estate Management (CREM) supplier contracts and ensure they are current and compliant.**

**Major Responsibilities**:

- Creates, coordinates and completes assigned sourcing events and associated activity and issues Request for Quotations, Request for Proposals, and Request for Information, Request for an Expression of Interest or Tenders with Purchasing & Materials Management Division (PMMD). Develops the work package and specification that define the goods or services to procure and the procurement strategy in collaboration with the PMMD Strategic Sourcing team.
- Utilizes the City's automated purchasing systems and processes purchasing requirements (e.g., departmental purchase orders, contract release orders, purchase requisitions and goods receipts) and updates and retrieves purchasing information.
- Liaises with internal stakeholders, including PMMD, Legal Services, Accounting, and Finance, City Divisions and Agencies and various sections in CREM.
- Engages and confers with external stakeholders, including Suppliers, Proponents and Prospective Proponents. Performs market sounding and category reviews as necessary to develop the work package and specifications of the good or service to procure.
- Administers contract transition activity as needed to onboard and off-board Suppliers and Contracts.
- Tracks, files and maintains contract documents for operational, legal and audit purposes.
- Prepares correspondence, reports and procurement documents.
- Performs contract administration as needed and maintains contract compliance.
- Prepares new contract packages and renewals and administers the contract execution and renewal process.
- Maintains data in various systems, dashboards and information repositories.

**Key Qualifications**
- Post-secondary education in a related field or an equivalent combination of education and experience.
- Extensive experience with using MS Office Suite (i.e. Word, Excel spreadsheets and formulae).
- Considerable experience with contract administration support, such as processing progress reports and payments related to RFPs, RFQs and tenders.
- Considerable experience with processing, reconciliation of vendor invoices and tracking payments.
- Considerable experience with purchasing and financial modules of ERP systems (such as SAP ECC and SAP ARIBA) and/or construction project management systems.
- Experience with contract awards and preparation or execution of contract agreements.

**You Must Also Have**:

- Advanced knowledge of public procurement guidelines and requirements and experience in performing public procurement sourcing initiatives.
- Knowledge of the City's Purchasing By-law, policies, and procedures. Specifically, Chapters 195 & 71.
- Working knowledge of contract administration and contract terms.
- High experience in drafting well written and grammatically correct reports and communication in English, with the ability to communicate at all organizational levels.
- High experience using Microsoft Word and Excel and knowledge of other software programs commonly used in this work.
- Experience with SharePoint and Power BI is an asset.
- High experience in working with internal stakeholders as needed to correlate and draft requirements for goods and services to be procured.
- Knowledge of the City's accounting system.
- Ability to work independently as required.
- Ability to plan, prioritize, organize assignments and work with mínimal supervision.
- Ability to work as a part of a team as required.
- Highly developed interpersonal and conflict resolution skills.
- Excellent analytical, problem-solving and negotiating skills.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
- Sound judgement in public and personal relations
- A Certified Public Purchasing or Certified Professional Public Officer designation is an asset.

**NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES**:
**Internal** Job Posting Portal.

**Equity, Diversity and Inclusion**

The City is an equal opportunity

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