Procurement Coordinator

ABOUT US

Almost 1.2 million residents call York Region home making it one of the largest regions in Canada and the fastest growing with a population thats expected to grow to more than 2 million by 2041. Our geography which is comprised of about 1800 square kilometers over nine different municipalities is as beautiful interesting and diverse as our government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canadas Best Employers by Forbes we offer a collaborative progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace aligned with our vision to create strong caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health dental and life insurance access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - Were committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential participate freely in society and live with respect dignity and freedom from discrimination. Our robust Inclusion Diversity Equity and Accessibility program continues to grow and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

The Procurement Coordinator is responsible for providing support to procurement functions ensuring compliance with the Regional Procurement Bylaw policies and procedures and providing administrative support.

WHAT YOULL BE DOING

Provides procurement support to the Branch including providing administrative support for ongoing projects and maintains project tracking as required.
Prepares documents and materials to support procurement operations; reviews requests received from region wide customers to ensure accuracy with respect to Procurement Bylaw and protocols for creating new purchase orders and for processing all changes to existing POs using the ERP system.
Responsible for closing the Purchase Orders (POs) as requested by clients and merging the files into eDocs to ensure there is back-up record for all the closed POs in the database.
Assists in the bidding process with administrative activities such as creating project folders accessing the electronic bidding platform to download the submitted bid documents complete the review of mandatory document submission including bonding documents and liaison with finance team to return stale securities back to the unsuccessful bidders.
Records and tracks requests in a centralized environment for data to be fed to Procurement Dashboard so that internal clients can track the status of their request as and when required.
Maintains records to ensure compliance with legislated documentation requirements as needed.
Assists with gathering data for management review.
Assists in the preparation of reports general correspondence and notices including circulation; reviews and coordinates comments from departments/branches on plans.
Plans daily work to ensure deadlines are met for pre-determined objectives.
Responds to inquiries or requests for information from clients internal and external to the Region escalating issues where appropriate.
Understands and monitors budget items interprets basic financial information.
Completes outlined tasks and deliverables under direct supervision; deliverables are monitored for quality accuracy and completeness and measured against established standards and procedures.
Identifies and solves typical problems that occur in day-to-day business and provide recommendations to clients from the established procurement processes.
Ensures services provided meet Regional customer service standards.

WHAT WERE LOOKING FOR

Successful completion of a College Diploma in Business Administration or related program or approved equivalent combination of education and experience.
Minimum two (2) years of administrative procurement experience in contract administration and purchase orders utilizing an ERP system and procurement systems.
Knowledge of procurement procedures Bylaws and policies.
Demonstrated ability in the Regions core competencies for this level.
Demonstrated ability to research issues and to resolve problems and/or escalate as appropriate.
Strong ability to develop relationships and work in welcoming and inclusive environment where diversity is celebrated and where everyone can develop to their full potential.
Intermediate skills in virtual platforms and MS Office Suite.
Ability to work independently multi-task and prioritize as needed.
Ability to travel to offsite locations as required.
Ability to work outside regular business hours as required.