Coordinator: Procurement & Contracts #N-19-14

St. Joseph's Home Care - Hamilton, ON (30+ days ago)

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Coordinator: Procurement & Contracts

Number of Openings:

1

Division:

Head Office

Full/Part Time/Casual:

Full-Time

Program:

Finance / Corporate

Regular/Temporary:

Regular

Location:

Hamilton

Union:

Non-Union

Hours of Work:

37.5 hours weekly

Posting Date:

August 20, 2019

Closing Date:

September 19, 2019

Job Posting Number:

N-19-14

French Language Skill Requirement:

N/A

POSITION SUMMARY:

The Coordinator – Procurement and Contracts (C-PC) is responsible for coordinating the procurement, purchase order, inventory, proposal and corporate contract functions of SJHC. This role assists in the development and maintenance of procurement policies, procedures and work tools, as well as actively participating in related corporate projects and/or continuous improvement initiatives.

This role supports the Manager – Finances (M-F) in the successful execution of organizational accounting strategies, by providing day to day functional/operational support in the defined areas. This role also supports the Sr. Manager – Integrated Comprehensive Care Program (SM-ICCP) specifically in their program level strategic initiatives, by providing operational support and participating in special projects as needed. The C-PC works in close co-operation with the Coordinator – Accounts Payable/Accounts Receivable (C-AP/AR) in the daily purchasing and purchase order functions. This role also works in close co-operation with various Sr. Managers in the development and/or review of corporate proposals and/or contracts.

RESPONSIBILITIES:

Procurement (supplies and services)

  • Creating, maintaining and communicating vendor price catalogue
  • Developing and facilitating positive vendor/supplier relationships, encouraging long term partnerships
  • Engaging in rigorous negotiations with vendors/suppliers with the goal of achieving advantageous terms and value for SJHC
  • Establishing required lead times, volume pricing opportunities, multiple supplier options
  • Purchasing corporate and program level supplies, services and materials
  • Finalizing purchase details and securing delivery terms
  • Sourcing and evaluating new service providers, vendors/suppliers
  • Evaluating service providers / vendors for quality, value, reliability, performance and responsiveness
  • Creating and maintaining purchase order processes, policies and work tools
  • Issuing purchase orders to service providers or vendors, coordinating follow up activities, data entry
  • Releasing PO’s, taking corrective actions on overdue PO’s, monitoring PO pricing
  • Responding to service providers / vendor/supplier inquiries in a timely and knowledgeable manner
  • Reviewing and/or approving invoices as required by the finance department
  • Providing functional level input to corporate budget reviews and supply spending
  • Forecasting service/supply costs
  • Assisting Managers in conflict resolution with service providers /vendors/suppliers
  • Assisting the Manager – IT/Operations in tracking and maintaining supply inventories, performing periodic physical inventory counts
  • Receiving supply orders, communicating with vendors when there is an order discrepancy, maintaining quality control
  • Creating, maintaining and providing procurement reports and/or metrics as needed
  • Participating in the development of corporate procurement strategies, policies and/or procedures
  • Completing necessary data entry
  • Coordinating and consulting with supply and service end users, facilitating continuous improvements in quality and value
  • Supporting supplier improvement initiatives, conducting supplier visits where necessary
  • Ensuring efficient supply delivery and/or movement to various organization locations
  • Assisting the Manager – IT/Operations in tracking corporate asset inventory
  • Providing team training or learning opportunities related to procurement processes as required
  • Conducting market research as needed
  • Supporting month end, year end, reconciliations, audits and other financial processes

Proposals

  • Analysing price proposals from multiple service providers / suppliers
  • Participating in Request For Proposal, Request for Quote, Request for Information and/or tender processes documents
  • Assisting in the preparation of proposal documents and/or presentations
  • Tracking and communicating proposal decision timelines and success rates

Contracts

  • Creating, coordinating and maintaining original contract repository file
  • Creating and coordinating contract renewal tracking document, communicating contract renewal requirements in advance to responsible managers
  • Reviewing contract scope of work, understanding and maintaining contract procurement requirements
  • Participating in general contract reviews, contract renewal processes
  • Reviewing and advising on service provider /vendor / supplier contracts, engaging the Signing Authority for contract final approvals
  • Providing input on contract legal obligations and potential risks

QUALIFICATIONS:

  • Community College Diploma in Purchasing/Procurement, Supply Chain Management, Finance/Accounting or other related field is preferred
  • Completion or working towards a Procurement Certification/Designation is an asset
  • 2-3 years of previous experience procurement role
  • Advanced knowledge of MS Office (Excel, Word, Outlook)
  • Working knowledge of Accounting and/or Procurement software; Great Plains or Procurify is an asset
  • Previous experience in a healthcare related environment is an asset
  • Previous experience in Request for Proposals (RFP) processes, preferred
  • Knowledge of the Broader Public Sector Procurement Directive, and asset but not required

“Be courageous. Offer your gifts”.

St. Joseph’s Home Care is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. To request any accommodations in the recruitment process (including alternate formats of materials or accessible meeting rooms) please let the hiring manager know prior to interviewing. Should you wish to conduct your interview in the French language, please contact our head office location to make arrangements prior to interviewing.

Job Types: Full-time, Permanent

Experience:

  • Great Plains or Procurify: 1 year (Preferred)
  • Request for Proposals: 1 year (Preferred)
  • Advanced MS Office (Excel, Word, Outlook): 1 year (Required)
  • Broader Public Sector Procurement Directive: 1 year (Required)
  • Procurement: 2 years (Preferred)

Licence:

  • completion or working towards Procurement designation (Preferred)
  • College Diploma in Procurement, Supply Chain, Finance/Accoun (Required)