Procurement Coordinator

The Procurement Coordinator reports to the Manager, Procurement

The primary goal of the Procurement Coordinator is to support the Procurement, Administration and Accounts Payable teams. This includes coordinating the administrative tasks involved with creating and maintaining a contract library, maintaining a contracts summary database, issuing Purchase Orders and processing and coding invoices for both internal & external guests

This position is the first point of contact and face of Procurement with the objective of providing the best customer service for Rocky Mountaineer’s vendors, customers, clients, guests, and employee's while supporting administrative duties as required.

**Key Areas of Accountability**

**Procurement**
- Manage software programs efficiently to issue Purchase Orders, reconcile, receive, and process invoices for internal stakeholders
- Ensure a comprehensive Procurement Contract Library is in place and maintained by liaising with internal stake holders to receive the correct levels of approvals in a timely manner following the guidelines provided by Finance
- Create a quick reference guide for each contract for internal stakeholders’ information
- Coordinate the submission of Request for Quotes and Proposals (RFQ, RFP’s)
- Prepare presentations for internal stakeholders and arrange physical samples as required.
- Assist with year-end inventories and cataloging products for Merchandise & Onboard
- Collaborate with stakeholders on Projects such as - Online Merchandise Store
- Collaborate with Accounts Payable team relating to direct cost verification
- Assumes responsibilities to assist the accounts payable team on an ad hoc basis

**Administration**
- Run financial reports to support the understating of variances and fluctuations in the expenses of internal stakeholders such as GEC, Ground Operations, Product Operations, Merchandise & Administration & Events
- Receive and code invoices related to the above operations to ensure consistency and efficiency of the procurement process
- Assumes role and responsibilities of the Reception Coordinator as required in their absence
- Create and maintain a highly efficient and positive relationship with internal stakeholders
- Perform other related duties and special projects as assigned

**Qualifications**

**Experience**
- Previous office administration experience in the industry with ability to convey a professional demeanor and to handle multiple tasks simultaneously in a very fast paced environment.
- Previous knowledge of our product, offerings and systems is an asset.

**Skills**
- Intermediate proficiency with systems and software including MS Office
- Excellent verbal and written communication skills Strong attention to detail - and able to complete detailed tasks quickly and accurately
- Proven accuracy in working with budgets and reports
- Demonstrated time management and organizational skills
- Ability to multi-task and proven ability of effectively balancing conflicting priorities

**Attributes**
- In Procurement our guests, vendors and partners are within the organization therefore it is essential to be customer service centric in approach to others within the business
- Ability to handle guest service issues in a calm and professional manner
- Consistent performance, diligent work ethic and demonstrated problem solving abilities
- Flexibility, adaptability, and prioritization skills
- Thrive in a rapidly changing environment and maintain a sense of urgency
- Self-directed, able to work independently

**Work Environment**
- Vancouver-based, hybrid role; Mon - Fri = 40 hours a week