Procurement Coordinator
2 weeks ago
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
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