Procurement Coordinator

at  County of Simcoe

Requisition Title
Procurement Coordinator
Close Date
24 October 2024
Contract Type
Permanent - Full Time
Location
Midhurst, ON L9X 1N6 CA (Primary)
Job Description

POSITION SUMMARY

The purpose of this position is to provide general administrative and coordination support to the Corporation with a focus on the assigned Procurement Professional, PF&P Management staff and team members, and all internal procure to pay process users. The role supports all facets of the procurement cycle including planning, requests for quotes, supplier selection, purchase order placement, follow-up, expediting where required, validation and completion of receipts, invoice exception investigation and resolution, as well as statistic collection and report creation.

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Completion of a two (2) year Business Administration Program from a recognized community college program, with three (3) years procurement experience in an administrative capacity or four (4) years recent and related experience in public procurement with a grade 12 diploma, or equivalent education or experience.
• Progress towards or completion of OPBA Certificate in Public Procurement would be beneficial.
• Advanced knowledge of standard public procurement procedures and contract law, competitive processes, procurement related codes of conduct, terminology, conflict of interest issues.
• Highly motivated with excellent interpersonal skills, capable of working well under pressure.
• Ability to exercise good judgement in communications with the public, vendors, and internal clients, and in determining when to seek direction.
• Excellent customer service skills and the ability to be flexible and adapt positively to change in a fast paced environment.
• Excellent written and oral business communication skills.
• Excellent organizational skills and an ability to learn and operate in a very fast paced, multi-functional environment where priorities will change regularly.
• Ability to act independently and as part of a team.
• Ability to exercise discretion and maintain confidentiality.
• Strong and accurate data entry skills including experience with (Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat, Internet, heavy usage of SAP system).

EXPERIENCE

• See the combination of education and experience under the Education section.

1. Provide assistance and guidance to County staff and vendors with regard to the County’s procure to pay processes and procurement policy.
2. In the role of “super-user” provide support to County staff and vendors with regard to the County’s procurement process including competitive processes, purchase order creation and receiving, troubleshooting and identification of transaction vs. system issues, resolution of invoice exceptions.
3. Administration and coordination of various centralized procurement programs and cross corporate operational supply contracts as assigned e.g. advertising, telecom, leased equipment, computers, copier equipment, printing services e.g. business cards, advertising etc.
4. Working closely with the assigned Procurement Professional and other PF&P staff, coordinate procured goods, services, vehicles and related Procure to Pay processes.
5. Create and issue approved complex request for quote and purchase order documents to various suppliers for internal staff/departments for operational and capital procurements utilizing approved systems, sourcing of goods and/or services where required, as assigned and with the approval and review of the assigned Procurement Professional.
6. Act as a first point of procurement contact for the public, vendors, and internal clients for procurement related inquiries e.g. invoice exceptions, procurement policy/procedures after consulting with appropriate management as required.
7. Provide training to new staff on using the SAP system for procurement and utilizing the procurement card.
8. Responding to internal or external inquiries on current competitive processes, issuance and collection of related documents to and from perspective bidders, issuance of addendums, and contract award or non-award correspondence.
9. Digital validation of electronic Bid Bonds, Performance and Labour & Material Bonds for new, current and renewing contracts.
10. Maintain the TOMRMS filing system for the department e.g. contracts, project files, warranties/guarantees, WSIB, Liability Insurance, and vendor Health and Safety policies.
11. Provide administrative support to assigned Procurement Professional(s) e.g. preparation & issuance of correspondence, general communications, arrange meetings, preparation of documents in advance of meetings, take accurate and detailed meeting and evaluation minutes, maintain filing and manage personal calendars.
12. Create, analyze and issue departmental or corporate Open Purchase Order Reports to keep receivers, procurement contacts and management apprised of order status preventing invoice discrepancies and delays in payment process, provide guidance to other procurement contracts on the creation of the Open Order report for their department.
13. Compile and maintain SAP Vendor Master, create new vendors upon verified requests from County staff, request EFT information including bank accounts, create vendor output conditions, regularly audit data fields e.g. missing postal codes, phone/fax numbers, email addresses.
14. Process vendor banking information change requests in strict compliance with the Anti-Fraud Process and adhere to the internal procedure to validate accuracy.
15. Create schedules for and regularly audit e-mail lists in Outlook (e.g. vendors and p-card users), regularly report to management on audit outcomes.
16. Maintain and record PF&P performance metrics and other information on approved software as assigned (e.g. p-card usage stats, web site hits, invoice exceptions, bid register).
17. Monitor, prioritize and action the corporate Procurement email account (Simcoe-Purchasing), identify failed outbound messages and resend as required, update vendor master with correct email addresses, respond to inquiries from the public, vendors, and internal staff, seeking direction as required.
18. Monitor, prioritize and action the corporate Bids e-mail account, responding to vendor requests for assistance with electronic bid submission, information and clarifications, registrations for bid opportunities, and requests for bid debriefings, seeking direction as required.
19. Maintain Internet/Intranet pages as required to display current and accurate information.
20. Maintain Bids and Tenders County specific webpage, including bidding tool templates, compilation of bid documents, posting of opportunities, issuance of addenda, update of bid results, and troubleshooting technical issues.
21. Create and maintain complex price calculation spreadsheets using public commodity indices.
22. Provide departmental late lunch coverage and vacation coverage.
23. Liaise between staff and various vendors, advise students and vendors on systems policies & functions.
24. Creation of procurement system reports and auditing of data as assigned.
25. Obtain budgetary quotes for internal customers as required.
26. Create work instructions as required (e.g. tender posting).
27. Participate in committees as assigned.
28. Special projects and other duties as required.
29. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
30. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.