Purchasing Coordinator
Job #: 2024-57
Date Posted: December 3, 2024
Closing Date: December 16, 2024
Job Type: Permanent Full-Time
A career at the Town of Collingwood is more than a job; it's a pathway to thrive. Here, you'll be part of a leading-edge team working together to provide excellent services, progressive and accountable decision-making, collaboration and advocacy based on our values of leadership, integrity, respect, excellence, and financial stewardship.
If this resonates with you and you're passionate about creating meaningful community impact, then read on!
The Opportunity
Reporting to the Manager, Accountability, Procurement & Risk Management, the Coordinator, Purchasing assists the Purchasing Officer by providing administrative support for the central corporate procurement program. The position will work with client departments facilitating quotation bid projects, perform administrative functions, and support procurement responsibilities. The main duties and responsibilities of the position are in the areas of system administration and support; purchase order support; purchasing compliance; supplier management; client support, advice and guidance; and, procurement processes/meetings.
A review of the procurement process is anticipated for 2025 that may impact the scope, duties and responsibilities of this position.
What You Will Do
• Maintain and manage accurate records and documentation for all solicitations, contracts, correspondence and follow-up as required by Purchasing Officer.
• Assist with collection, tracking and analysis of vendor insurance, sureties, and key purchasing performance indicators. Ensure updated insurance documentation is collected and filed.
• Reception duties including coordination of incoming calls/inquiries, emails, couriers and all deliveries for the purchasing function.
• Utilize the corporate purchase order system, review requisition requests submitted by departments to ensure accuracy, and order releases to vendors, where required, in accordance with the Procurement By-law.
• Purchase order data entry and amendment updates. Scan, distribute and file purchase orders.
• Provide training and support to staff on the purchase order system and procedures.
• Assists with the preparation of draft purchasing procedures and guidelines that are consistent with the Corporate Procurement By-law that ensures best value to the corporation and fair and equitable awards.
• Aid departments with the Supplier Performance Management Program, which includes the collection, recording and retention of completed contractor performance management forms.
• Co-ordinate meetings/presentations with staff and vendors. Review and evaluate current contracts based on performance, cost, etc. and recommend alternatives for future consideration.
Skills and Experience
• Working knowledge of the Corporate Procurement By-law, Building Code, Fire Code, Provincial Specifications standards, Occupational Health & Safety Act, NAFTS, Canadian Free Trade Agreement, Canadian Economic Trade Agreement, Tendering Law, provincial and federal legislation and agreements, principles and practices relative to the professional public buyer standards; Council policies and associated Provincial acts.
• Excellent administrative, communication, interpersonal, organizational, time management, and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with the public and fellow staff members.
• Ability to multi-task, cope with interruptions and work under pressure to meet multiple deadlines, exercise discretion and good judgment particularly when handling highly confidential/sensitive information. Possess a high level of initiative and personal integrity.
Qualifications
• Post-secondary education in a business or management program with a focus in supply chain management preferred.
• Working towards Certification as a Professional Buyer (CPPB) and/or Certification as a Supply Chain Management Professional an asset.
• One (1) year experience in the purchasing field and experience preparing and issuing correspondence, including letters of award, disqualification, corrective action termination, etc. Accurate keyboarding, data entry and proof-reading skills.
• Thorough working knowledge of Windows and Microsoft Office applications, database management, and office equipment. Working knowledge of Biddingo, Great Plains, web portals, Ecommerce, and electronic purchasing systems an asset.
What We Offer
• Comprehensive benefits and perks: We offer a diverse range of benefits that cover health, dental, and family assistance, as well as membership in the OMERS pension plan for a secure future.
● A place to excel: We don’t just support ambitions, we cultivate them. With paid training opportunities, we help shape the skills that are essential to your professional development.
● A collaborative and supportive team: We foster a dynamic culture that thrives on the spirit of collaboration. We encourage open communication, value diverse perspectives, and celebrate the strength that comes from teamwork.
● A fulfilling career: We understand that job success is rooted in personal well-being and balance. Our dynamic work environment allows you to excel professionally while also being part of the vibrant, adventurous community that is uniquely Collingwood.
Why Collingwood
Located north of Toronto and nestled along the shores of Georgian Bay, Collingwood is an inclusive community that offers a healthy and active lifestyle in a beautiful waterfront setting, anchored by a responsible government, strong business and nonprofit networks, and an animated downtown. It offers the ideal blend of small-town charm and modern amenities, including a vibrant downtown that boasts world-class shops, restaurants, and cafes.
Collingwood’s ongoing commercial and residential growth makes it the ideal place to flourish personally and professionally.
Other Important Information
Normal hours of work are thirty-five (35) hours per week. The annual salary range is $59,896.20 to $72,781.80 ($32.91 to $39.99 per hour).
To review the full job description and learn how to apply, please visit the Town of Collingwood website: https://www.collingwood.ca/council-government/employment
