Coordinator, Procurement & Vendor Contracts - Remote 12 Month Contract -

Circular Materials

13d•$50,000 - $70,000•Remote

About The Position

Reporting to Manager, Procurement & Vendor Management, the Coordinator, Procurement & Vendor Contracts will support the acquisition of goods and services that meet the quantity and quality required by Circular Materials (CM).

Requirements

Degree in Business Administration, Finance, Logistics or Supply Management.
Communication: Strong verbal and written communication skills, with the ability to clearly document information, coordinate with internal stakeholders, and respond to vendor inquiries in a professional manner.
Project Coordination: Ability to organize tasks, manage timelines, and support procurement and contract activities to ensure milestones and deliverables are met.
Negotiation Support: Foundational understanding of CM’s objectives, risks, and pricing considerations to support senior management during negotiation processes.
Problem-Solving: Strong attention to detail with the ability to identify issues, gather relevant information, and escalate matters appropriately.
Technical Proficiency: Proficient in MS Word, MS Excel, and Adobe Acrobat, with the ability to prepare and maintain procurement and contract documentation accurately.
Contract Administration Tools: Experience using DocuSign and other electronic signature or contract management systems to support document execution and record-keeping.

Nice To Haves

Certified Purchasing Professional (CPP) or Certified Supply Chain Professional (CSCP) is an asset.

Responsibilities

Review departmental requests for goods and services and support selection of the appropriate procurement method in accordance with the Procurement Policy and the Financial Management and Controls Policy.
Support departments by gathering and providing market information to assist with tactical and strategic planning.
Assist in drafting technical specifications and terms/conditions for the acquisition of goods and services, with input from senior management and subject matter experts.
Coordinate the preparation of procurement documents for review by senior management and subject matter experts.
Support the implementation and execution of procurement processes, including:
Assisting with ensuring processes adhere to the Procurement Policy, Financial Management and Controls Policy, and the process set out in each procurement document.
Coordinating communication with the Fairness Monitor throughout the procurement process.
Maintaining and updating lists of bidders.
Supporting the issuance of procurement documents.
Receiving vendor questions and coordinating responses with the appropriate internal stakeholders.
Preparing and issuing addenda as required.
Receiving, timestamping, and securing submissions in accordance with established procedures.
Coordinating the opening of submissions in the presence of senior management.
Supporting the evaluation process by organizing submissions and ensuring evaluation materials are complete and aligned with the evaluation criteria set out in procurement documents.
Supporting senior management and/or an Evaluation Committee during evaluation and selection of successful respondents.
Assisting with contract negotiation processes, including preparing documentation and tracking key issues for review.
Supporting contract execution activities, including preparing documents for signature and ensuring completion of required steps.
Maintaining comprehensive procurement documentation and records for audit and reporting purposes.
Liaise with the line manager throughout the procurement cycle to support forecasting and budgeting activities.
Support the administration, maintenance, and optimization of CM’s Contract Lifecycle Management (CLM) tool, ensuring accurate data entry and alignment with business processes.
Track CM’s contractual obligations and maintain organized records to support compliance.
Monitor contractor obligations under awarded contracts and escalate potential compliance issues to the line manager.
Review contractor reports and documentation for completeness and alignment with contractual requirements, flagging discrepancies as needed.
Support monitoring of contractor performance and document any issues for review by the line manager.
Coordinate routine contract adjustments in accordance with the protocols set out in each contract, including:
Addition or removal of sources in Residence/Facility Statements of Work.
Addition or removal of depots in Depot Statements of Work.
Addition or removal of public space locations in Public Space Statements of Work.
Increase or decrease of tonnes in post-collection Statements of Work.
Assist in preparing and tracking notices, change orders, and change directives in accordance with contractual protocols.
Support the administration of liquidated damages processes, including documentation and tracking.
Assist in coordinating the development and tracking of contractor improvement plans, where required.
Monitor price adjustment schedules (including CPI and fuel adjustments) and prepare supporting documentation for review and approval.
Track contract expiry dates and prepare extension documentation for review by the line manager.
Maintain organized and up-to-date contract files to support audit, reporting, and internal compliance requirements.