Procurement and Premises Coordinator

**Position Type**:Permanent

**Together, Let’s Do Great Things**

We’re the largest financial institution based on Vancouver Island and the Gulf Islands, and we’ve got an opportunity for you. We are looking for a **Procurement and Premises Coordinator **to join our Procurement and Premises team to provide administrative support to the department and coordinating service support requests that are submitted through our internal ticket system.

**What’s the role?**

Reporting to the AVP, Procurement and Premises, the **Procurement and Premises Coordinator **plays a key role in effectively supporting the business function of the Premises and Procurement Department. This role is responsible for managing the life cycle of the work orders while ensuring adherence to organizational, departmental, and regulatory policies and procedures

**Your duties will include**:

- Provides administration and service coordination support for both the Procurement and Premises Departments (50/50)
- Responsible for monitoring all service requests through KACE ticket system
- Analyzes data and information to provide insights and recommendations regarding service requests
- Issue requests for scope of work and pricing for vendor or contractor services
- Monitors the status of all work in progress
- Manage preventative maintenance programs and schedules to ensure service levels are per contracts and service agreements.
- Develop documents, RFP’s and contracts for external contractors
- Liaise and maintain good working relations with external vendors and contractors.
- Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements
- Responsible for purchasing orders, invoice reconciliation, monitoring expenditures, outstanding payments, and liaising with other departments to ensure up to date record keeping.
- Supports the development of tailored messaging by writing, editing, and distributing communications materials to vendors
- Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors.
- Responsible for the maintaining the Procurement and Premises portal pages
- Supports the Physical Security systems
- Responsible to collect, compile and report on information collected annually for Recycle BC.
- Responsible for the administration of The Business Continuity Plan
- Completes daily CCTV camera checks
- Supports the Occupational Health and Safety program
- Maintain and update inventory records of furniture, equipment, and assets
- Manages the organization’s vendor lists and keeps the preferred vendor list updated
- Perform other duties as required

**What are we looking for?**
- Grade 12 education and completion of a Post Secondary Certificate in Office Administration, Property Management; or an equivalent combination of education, training and experience
- Two years of recent, related experience, preferably in a financial sales or service environment

Ideally, you are a flexible, collaborative team player with:

- Proficiency with Microsoft Office products, including Word, Excel, and
- Previous experience with developing and implementing business process improvements would be an asset
- Previous property management experience would be an asset
- Previous experience in a procurement or purchasing function would be an asset

If you’re an approachable problem solver who embraces self-development and life-long learning, you’ll be a great fit with us.

**Who are we?**

Since first forming in 1946, Coastal Community has grown to become the largest financial services provider based on Vancouver Island. We’re proud of the legacy we’ve built and the things that make us who we are:

- We’re 100% member-owned, with all decisions made locally—right here on Vancouver Island.
- We’re a growing organization with over $4 billion in assets under management. Coastal Community helps improve the financial health of over 100,000 members and clients through our 24 branches, 16 insurance offices, 4 business centres, plus our wide range of online and digital services.
- We believe in making meaningful contributions to the communities we call home. Each year, we give over half a million to community organizations and programs.

If you join us you’ll work hard, but have a lot of fun along the way. We offer a generous compensation package and a great work/life balance because we want you to spend your career here. Many people do