COORDINATOR CONTRACT ADMINISTRATION & DIVISIONAL PURCHASE ORDERS

Responsibilities

• Creates, coordinates and completes assigned sourcing events and associated activity.
• Issues Request for Quotations, Request for Proposals, and Request for Information, Request for an Expression of Interest or Tenders with Purchasing & Materials Management Division (PMMD).
• Develops the work package and specification that define the goods or services to procure and the procurement strategy in collaboration with the PMMD Strategic Sourcing team.
• Utilizes the City's automated purchasing systems and processes purchasing requirements (e.g., departmental purchase orders, contract release orders, purchase requisitions and goods receipts) and updates and retrieves purchasing information.
• Liaises with internal stakeholders, including PMMD, Legal Services, Accounting, and Finance, City Divisions and Agencies and various sections in CREM.
• Engages and confers with external stakeholders, including Suppliers, Proponents and Prospective Proponents. Performs market sounding and category reviews as necessary to develop the work package and specifications of the good or service to procure.
• Administers contract transition activity as needed to onboard and off-board Suppliers and Contracts.
• Tracks, files and maintains contract documents for operational, legal and audit purposes. Prepares correspondence, reports and procurement documents.
• Performs contract administration as needed and maintains contract compliance.
• Prepares new contract packages and renewals and administers the contract execution and renewal process.
• Maintains data in various systems, dashboards and information repositories.

Key Qualifications Your application must describe your qualifications as they relate to :

• Post-secondary education in a related field or an equivalent combination of education and experience.
• Extensive experience with using MS Office Suite (i.e. Word, Excel spreadsheets and formulae).
• Considerable experience with contract administration support, such as processing progress reports and payments related to RFPs, RFQs and tenders.
• Considerable experience with processing, reconciliation of vendor invoices and tracking payments.
• Considerable experience with purchasing and financial modules of ERP systems (such as SAP ECC and SAP ARIBA) and / or construction project management systems.
• Experience with contract awards and preparation or execution of contract agreements.

You Must Also Have :

• Advanced knowledge of public procurement guidelines and requirements and experience in performing public procurement sourcing initiatives.
• Knowledge of the City's Purchasing By-law, policies, and procedures. Specifically, Chapters 195 & 71.
• Working knowledge of contract administration and contract terms.
• Ability to draft well written and grammatically correct reports and with the ability to communicate at all organizational levels.
• Ability to work with internal stakeholders to correlate and draft requirements for goods and services to be procured.
• Ability to work independently as required.
• Ability to plan, prioritize, organize assignments and work with minimal supervision.
• Ability to work as a part of a team
• Highly developed interpersonal and conflict resolution skills.
• Excellent analytical, problem-solving and negotiating skills.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

The following are assets :

• A Certified Public Purchasing or Certified Professional Public Officer designation is an asset.
• Experience with SharePoint and Power BI is an asset.
30+ days ago