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Retail Purchasing Coordinator
3 months ago
Position Overview
Reporting to the Manager and exercising a significant degree of independence, the Retail Purchasing Coordinator is tasked with sourcing materials and supplies essential for the retail functions of the College. This includes evaluating merchandise to ensure optimal value, managing inventory for services and supplies acquired, and collaborating with faculty and department heads regarding procurement needs and procedures. Key responsibilities encompass identifying the most suitable suppliers, negotiating purchase terms, maintaining precise inventory records, and understanding external legal obligations related to retail procurement.The Retail Purchasing Coordinator is committed to ethical purchasing practices by aiding in the formulation of retail procurement policies and developing procedures that align with the College's standards while addressing the needs of both students and faculty/staff. This role involves providing guidance on policies, procedures, standards, and inventory decisions to college personnel across various levels. The Retail Purchasing Coordinator embodies the Mission and Values of North Island College, integrating and demonstrating these principles in daily operations.
Core Competencies
- Job Knowledge
- Decision-Making
- Team Collaboration
- Organizational Skills
- Excellence in Customer Service
- Communication & Interpersonal Skills
Key Responsibilities
- Oversee the procurement of supplies, equipment, and services related to the retail operations of the College. This includes establishing reliable sources of supply, negotiating pricing and terms, and ensuring vendor compliance with all contractual obligations.
- Contribute to the development of a robust policy framework for college procurement within the provincial guidelines, and where applicable, federal regulations.
- Ensure adherence to external legal standards concerning procurement, including new legislation, provincial purchasing norms, and privacy regulations.
- Initiate and implement purchasing procedures and best practices that support College policies; develop and maintain purchasing documentation for appropriate use by college staff.
- Conduct ongoing reconciliation and assessment of retail inventory, addressing discrepancies in collaboration with the finance team and supporting inventory counting processes.
- Provide functional support and guidance to Retail department staff, assisting in their training and professional development.
- Guarantee ethical purchasing practices are upheld and that all procurement activities are completed within established timelines to optimize inventory investments and minimize losses.
- Maintain the approved vendor list, communicate expectations to suppliers, evaluate vendor performance, and address any issues of non-compliance.
- Foster effective communication with college management and staff to build collaborative relationships with internal teams, suppliers, and relevant stakeholders.
- Disseminate essential information for decision-making to College Faculty, Deans, Managers, and Department Chairs, creating reports that support departmental budgetary needs.
- Engage with external partners, establishing and nurturing professional relationships with suppliers, business representatives, and other educational institutions.
- Represent the College in provincial purchasing groups to cultivate best practices and explore opportunities for collaborative purchasing on large-scale orders.
- Manage logistical aspects related to receiving, invoicing, credits, and other functions associated with products sold through the retail operation.
- Perform additional duties as assigned by the Manager.
- Post-secondary diploma and SCMP – Supply Chain Management designation.
- A minimum of 3 years of progressive purchasing experience in a complex environment, ideally within a post-secondary institution or comparable public sector organization.
- Demonstrated interpersonal, verbal, and written communication skills alongside strong organizational and problem-solving abilities.
- Ability to work autonomously while prioritizing multiple projects and responsibilities.
- Familiarity with North Island College policies and procedures relevant to the Finance department.
- Experience with Win Prism Inventory Management and Colleague – Finance Systems.
- Knowledge of sales tax regulations.
- Strong investigative, proactive problem-solving, and analytical skills.
- Intermediate proficiency in Microsoft Office and database applications, along with experience using web and internet tools.
- Attention to detail and accuracy in all procurement processes and procedures.
