Job ID #30041: Procurement Contract Coordinator

at  City of Hamilton

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #30041: Procurement Contract Coordinator (2 vacancies: 1 full-time temporary, 1 full-time permanent)
• Union: CUPE Local 5167
• Job Description ID #: 6911
• Close date: Interested applicants please submit your application by 4:00 p.m. on May 22, 2024.
• Duration: Up to 12 Months,This vacancy is for a period of 12 months due to a maternity leave
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

QUALIFICATIONS

• Previous related experience normally acquired through a combination of education and related work experience.
• Certified Professional Public Buyer (CPPB) or completion of Procurement Principles Certificate an asset.
• Previous demonstrated experience in a procurement environment with an understanding of procurement procedures and legal documents associated with Request for Tenders, Proposals and Quotes.
• Previous demonstrated experience in preparation of agreements and management of contractual documents.
• Ability to interpret contractual requirements related to insurance, contract bonds, WSIB, AODA, etc. and communicate requirements to vendors.
• Strong attention to detail and accuracy.
• Strong time management, multi-tasking and organizational skills with the ability to continually assess and re-establish work priorities as needed in order to meet tight deadlines.
• Ability to self-manage and work independently and possess the initiative and have the ability to carry out instruction without detailed direction.
• Ability to maintain comprehensive working documents with specific attention to detail.
• Demonstrated ability to word process correspondence and reports.
• Experience in a computerized environment. Proficient in Microsoft Office Suite (Outlook, Word, Excel and OneNote), Adobe Professional. Experience in OnCorp, procurement systems (ex. Bids&tenders, Biddingo, etc.) and PeopleSoft considered an asset
• Demonstrated ability to work effectively with others and to display and foster teamwork within the work unit.
• Strong interpersonal and communication skills with demonstrated ability to interact with a variety of individuals, both internally and externally in a professional and confident manner.
  Disclaimer:
  Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

SUMMARY OF DUTIES

Reporting to the Supervisor, Contract Management provides administrative support to the Policy & Contracts section by providing contract management for all goods and service contracts issued by the Procurement Division. Assists procurement staff on day-to-day administrative functions relating to the award of new and renewing contracts.

GENERAL DUTIES

• Prepares contract documents for execution by both the City and vendor, which shall include preparing the contract for works, attaching all pertinent appendices and schedules. Liaises with vendors to collect, then reviews all insurance, WSIB certificates and performance and labour and material payment bonds for inclusion in the contract. Responsible for copying and binding of all documentation.
• Consults with Procurement, Risk Management and Legal Services staff when necessary. Forwards contracts to vendor and City departments for execution. Ensures all documentation received by vendor complies with contract requirements.
• Reviews and interprets legal documents such as contract bonds, letters of credit, etc., to verify compliance to contracts.
• Reviews and verifies compliance of certificate of insurance with contractual insurance requirements. Works closely Risk Management staff to identify deficiencies in certificates of insurances. Advises vendors/insurance brokers of contractual requirements and any deficiencies requiring correction. Ensure insurance remains active and does not lapse into expiry.
• Responsible for maintaining active vendor WSIB certificates and exemption letters. Advises vendors of WSIB requirements and ensures they understand timelines that must be adhered to.
• Administers vendor corporate changes and assignments. Identify contracts affected and ensures applicable City staff are aware. Advises vendors on process and required documentation needed for consideration of requests. Ensures proper documents and information is secured from vendors. Works closely with Legal staff to complete vendor corporate changes or assignments. Liaises with vendors to ensure proper documentation and information is secured to prepare the name change.
• Conducts business name searches, other verification and due diligence searches in preparation of contract award.
• Performs any due diligence to ensure that contracts are not awarded to vendors currently in litigation with the City.
• Ensures contract files have all required and supporting documents, are closed and properly documented in a central database. This includes securing from awarded vendors all required insurance certificates, WSIB clearance certificates, zoning verification reports, required licenses (trade, business, professional), performance security and police checks where required.
• Ensures contract files include all executed contract documents, original submissions from bidders, all bid issuance documentation (applicable addenda, bidder meeting information). Tracks and retains all vendor performance records (ongoing and end of contract performance records).
• Maintains database of all renewing contracts. Determines which contracts are up for renewal and works with the Procurement Specialist to determine if client department is open to renewing the contract or re-issuing bid document for the services. Works with the Procurement Specialist to determine what documents are required in order to renew the contract; includes securing required documents from the vendor, issuing renewal letters to vendors and following up with vendor to complete the renewal.
• Maintains database of AODA vendor compliance information, WSIB clearance certificates and all insurance certificates.
• Prepares standard correspondence related to request for tenders and proposals including: spreadsheets, letters, emails, reports, forms and notifications.
• Establishes work priorities and schedules, ensuring timelines are met.
• Operates equipment such as photocopier and fax machine.
• Word processes form letters, memoranda and reports.
• Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
• Performs other duties as assigned which are directly related to the major responsibilities of the job.