Procurement Coordinator - Jobs in Sackville, NB

Job Description

Position descriptionReporting to the Manager, Procurement Services, the Procurement Coordinator is responsible for processing purchase order requisitions in accordance with University policy, Federal and Provincial procurement laws. This position makes purchasing decisions of a routine nature and performs research regarding special projects for the Manager. The incumbent maintains contact with suppliers, customs brokers, freight carriers and end users, and deals with any issues concerning ordering and delivery of goods or services.ResponsibilitiesPurchasing/Surplus Assets

• Manage the purchase order (PO) requisitions process, ensuring all information and documents are attached and correct as per established procedures. Support departments with their purchasing needs. Ensure exceptions to the Procurement Policy are approved and documented. Distribute PO to vendor and initiator. Expedite orders as required.

• Manage and process approved applications for purchasing cards (P-cards); Access web portal to create, adjust, and cancel p-cards. Responsible for a procurement department P-card, with a flexible limit as determined by the Controller to facilitate larger orders when required. Track changes in P-card transaction levels and draft annual report, at year end for the Manager.

• Investigate order shortages; missed, delayed or partial delivery of orders; and price changes. Negotiate returns with suppliers and inform initiators of the details.

• Keep up to date on customs issues and assist Manager with implementing best practices. Interact with Customs Broker, Receiving and other departments to manage cross border transactions, ensuring all documents/shipments are in order in the event of an audit. Maintain Customs Manual and advise departments of requirements as needed.

• Utilize various web ordering systems as required to ensure accurate pricing and adherence to negotiated contracts.

• Manage the surplus asset process; web page, receive sealed bids, maintain records of payment, and coordinate final disposal as approved by Manager.

Contractors/Vendors

• Set up new vendors and maintain current vendor profiles according to established procedures/policies including completing credit applications to vendors for Manager’s approval.

• Review and maintain the Pre-qualification of vendors as per established procedures, including collaborating with the Facilities Management Project Manager. Advise Contractors on the results of their application.

• Collaborate with end users in various University departments, Manager and Controller in preparing, finalizing and maintaining contractual agreements. Manage these contracts in electronic and paper format to ensure applicable renewal process is timely.

• Ensure vendor insurance certificates and WorkSafe Certificates are current and monitor in online system as per established procedures.

Administration/Website/Reporting

• Upload changes to banking information from the Payroll System for employees requiring re-imbursements; verify requested banking changes from vendors.

• Update Procurement internet / intranet web pages as needed.

• Draft, for Manager’s approval, post and distribute tender documents and addenda as required.

• Prepare and issue goods or services RFQ documents for purchases as required; receive, analyze and recommend award to Manager.

• Generate and analyze a variety of reports from online databases using University software for various management requirements.

• Ensure documentation of position procedures is current.

Other

• Provide training to staff on the use of the online requisitioning system and P-card online system.

• Provide back-up support for the other members of Financial Services as required.

• Complete special projects and other duties as assigned.

• Update job knowledge by participating in educational opportunities and staying current with relevant procurement and customs laws.

Qualifications/skills

• Two-year community college in a business program with two to three years relevant experience, or equivalent education and work experience in a related position.

• Successful completion of the Supply Chain Canada Certificate in Purchasing, or an appropriate public procurement certificate, within a specified period of time.

• Strong knowledge of Microsoft Word and Excel software.

• Experience with database and enterprise resource planning (ERP) systems an asset, specifically Ellucian Colleague and Entrinsik Informer.

• Strong Organizational skills.

• Accuracy is essential; attention to detail is critical

• Experience with online ordering systems and webpage administration.

• Strong communication skills and proven excellence in customer service is essential.

• Strong ability to identify issues and implement solutions.

• Experience with customs is an asset. .

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: hr@mta.caWe thank all applicants for their interest; however, only those selected for an interview will be contacted.Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.Quick Apply

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