Procurement Coordinator

Reporting to the Vice President, Procurement, the Coordinator is responsible for the following:

Duties and Responsibilities

• Main contact for vendors to assist with onboarding
• Responsible for updating the training module documents for internal and external stakeholders
• Log, research and identify potential suppliers and contractors
• Contact new vendors, oversee onboarding process, including collecting vendor information for system setup
• Oversee management of Vendor prequalification process, including continued process improvement recommendations
• Strategically manage vendor tracker database, updating status for current and potential partners, including communication to internal stakeholders
• Provide vendor status updates and complete reviews to provide updated numbers of vendors and status
• Oversee sharing of relevant suite renovation program specifications and supply chain documents to assist in potential onboarding of new partners

Project Related Tasks

• Work Agreement Creation and Execution
• Creating Work Agreements
• Sending out to Vendors along with additional documents
• Sending out the vendor signed contracts to CDN Admin
• Saving, tracking all the final documents and issuing the PO
• Creation & Execution of CCDC Supplementary Conditions
• Preparing Supplementary Conditions and sending out to Consultant
• Ensuring CCDC is prepared correctly by the consultant (owner name) and correct documents are attached
• Coordinate contract execution
• Permit Applications to be filled and sent to Vendors upon request
• Project Notifications
• Ensuring all projects have appropriate notices in place
• Making sure all notices are created with the correct timelines
• Creating/updating notifications, sending them out to PMC
• Saving the notifications and letterheads in Jdrive and constantly updating the notifications tracker
• Invoice Approval and Resolving Invoice Issues. Creation of purchase orders and change orders
• Warranty Documentation
• Reviewing Warranty Documents for accuracy and proper upload to portal
• Saving all documents in JDrive
• Filling out Sign Off Form and sending documents to PMC
• Tracking all executed documents
• Project status coordination
• Preparing Reports and Conducting Bi-Weekly Meetings with Project Managers to discuss Project Progress and Notices
• Bi-Weekly Meetings with Bart to review all projects with each PM
• Creation of templates and forms for new processes upon request
• Warranty Process
• Pre-Qualification
• Project Specific Scope of Work Template for Vendor Onboarding
• RFP template for boiler work
• RFP / RFI Appliances Suites
• AGI Requests
• Addressing Bi-Weekly requests
• Before/After Photos
• Legal Questions
• Warranty Process
• Receiving and verifying if Warranty/Close out Documents are uploaded with the final invoice and reaching out to the PM or GC if not already uploaded
• Sending Warranty/closeout documents to the PMC and Tracking
• Working on Warranty/Closeout Documentation Communication Process with the vendors
• Create contracts using standard templates and coordinate contract execution by all stakeholders
• Elevator contracts – acquisitions
• Elevator modernizations
• Ensure proper document retention and management
• Assist in the deployment of Request for Proposals or Request for Quotations for selected major procurements
• Coordinate the bidding process to solicit competitive bids/proposals, including preparation of scope of work and other documentation
• Develop proposal/contract evaluation criteria, weighting, and submission requirements for evaluating and comparing submissions

Ad Hoc & Scheduled Analytics/Reports

• Create, analyze, group, and interpret technology-related data. Provide ad-hoc reporting and analysis as required
• Conduct qualitative and quantitative analysis of all procurement spend categories
• Prepare and distribute scheduled (monthly, quarterly) forecasting reports for key supply chain partners
• Assist with spend audits (Procurement Center of Excellence)
• Coordinate meetings with Property Management Companies

Requirements

• 2–3 years of experience working in procurement or project-based environment
• Proficiency in Microsoft Office applications
• Experience with Business intelligence platforms, data sets, and visualized analytics
• Strong analytical and problem-solving skills with confidence to question current processes
• Ability to work in a fast-paced environment and meet strict deadlines
• Strong communication, interpersonal and team-building skills with ability to work independently and handle priorities