Contract Management Coordinator

This role is a part of the Procurement Services team and supports all departments in capturing live contracts through creation execution management and closing for a variety of agreement types from memorandums of understanding to intermunicipal agreements. The focus of this position is supporting the digitization and removal of paper barriers in the departments processes. This position works closely with the Procurement Services team in the development refinement and implementation of the new centralized contract management. This role is versed in internal best practices relevant to policy and process and understands external legislation in relation to various forms of agreement and their records management requirements to capitalize on opportunities to create value and organizational efficiencies.

This is a temporary (1-year) hybrid position.

KEY DUTIES AND RESPONSIBILITIES
Centralized Contract Management Support and Coordination (40%)

• Aids in the development management and monitoring of the centralized contract management site.
• Supports live contract documentation through tracking of deliverables dates and dollar values which may include important date reminders amendments changes orders and various forms of contract attachments held in the Centralized Contract Management site.
• Works in collaboration with the Procurement Coordinator to provide centralized support for departments with contract management and vendor management support.
• Assists with financial activities related to contract management such as CTRM system reporting for departments or managers as required.

Contract Development Activities Support and Coordination (30%)

• Coordinates contract development activities including but not limited to; negotiations communications document development and approval contract execution and maintenance through the contract term as required.
• Reviews existing supplier/service provider agreements seeks additional information such as health and safety information in compliance with policy legislation insurance and regulatory requirements.
• Triages contract intake forms from various departments to ensure proper review compliance and records for agreements.
• Evaluates and reports on contract management system software within Procurement Services and for specific departments as required.
• Oversees internal contract information intakes and triage requirements internally and externally and identify any opportunities and challenges with relationships quality and processes to address.

Procurement Support & Coordination (20%)

• Provides coverage support to the Procurement Coordinator.
• Monitors the procurement email box and distributes emails as received to the appropriate program area and team member.
• Maintains and updates the vendor management SharePoint site for Procurement Services including vendor verification documentation updates additions and deletions. Supports Procurement sollicitation activities.
• Liaises with Procurement Officer and County department representatives.
• Creates or assists with procurement processes; determines timelines and solicitation (RFx) methods assesses potential risks collaborates with departments to develop evaluation & scoring criteria finalizes solicitation documents and advertise.
• Coordinates contract award notification process collection of contract documentation and vendor communications post solicitation.
• Supports solicitation activities using online bidding platforms and the Alberta Purchasing connection website inclusive of addenda clarifications and final award notification posting.
• Maintains a solid understanding of procurement trade agreements including Canadian Free Trade Agreement and New West Partnership Trade Agreement.
• Supports the annual review for County wide preferred supplier agreements and master service agreements.
• Supports the evaluation of supplier pricing and quality to ensure competitive pricing sufficient supplier sourcing and quality services are being solicited across the County.

Other Related Duties (10%)

• Provides designated back up for the Procurement Coordinator.
• Develops and maintains user training guides and delivers training to internal stakeholders.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System return.

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE

• A post-secondary diploma or degree with an emphasis in administration business or records management.
• Minimum of 2 years applicable work experience. Preference given to those with more experience with contract documents.
• Ability to work in a team environment or independently.
• Ability to take initiative be independent resourceful work well and effectively under pressure and meet deadlines in an organized manner.
• Ability to communicate clearly and professionally verbally and in writing including being adaptable receptive and timely when communicating with others and possessing tact and discretion.
• Ability to apply sound judgment and being accountable for any decisions undertaken.
• Strong problem-solving skills.
• Detail oriented and mathematical aptitude.
• Proficiency when using all Microsoft Office Programs Teams and SharePoint.
• Proficiency in the use of digital record keeping software such Content Manager or other similar platforms.