Job Summary

Provide support to the buying teams in the pre-bid, bid and post bid stages as well as administering major processes such as contract execution process and vendor name change process.

Duties and Responsibilities

Bid Request Preparation and Publishing

• Provide support to the buyers in preparing bid requests and finalizing project requirements in the bid opportunities website (bids&tenders)
• Ensure bid submission requirements in the bid opportunities website align with the bid request documents
• Co-ordinate bidding window information between Buyers, Contract Managers and Plan Takers (bidders)

Contract Execution Management (Post-Bid Process)

• Issue notices of procurement results, fill in standard template agreements, prepare all the required documents and issue notices of contract award to the successful bidders
• Ensure bidder submittals (insurance, WSIB, digital bonds, etc.) are accurate and in accordance with contract and legal requirements and follow up with bidders to expedite necessary documentation
• Sets up signature fields and signature workflow in DocuSign eSignature
• Works with Accounts Payable to set up new vendors in SAP, obtaining required forms from vendors
• Create Purchase Orders (PO) and PO Authorization Distribution

Vendor Administration

• Administer vendor name change process and maintain updated log of vendor name change requests on a regular basis
• Procurement Records Management
• Close out electronic files in accordance with procedures and ensure proper naming convention when organizing procurement files/folders and closing contracts
• Maintain / release sureties in accordance with procedures

General Support

• Provide front line support for procurement inquiries by timely responding to clients on emails and over the phone, following up with team members on outstanding items, and applying the City’s standards and procedures on day to day work
• Provide administrative support to Realty Services, managing phone line and service requests
• Provide back-up support to CBS Administrative Coordinator
• Order office supplies, provide support to buyers as requested, including setting up meetings, WebEx or teleconference calls
• Update databases for city-wide contracts and process expenses in SAP Concur as required

Skills and Qualifications

• Post-secondary education and a minimum of 3 years relevant experience, or equivalent combination of education and experience
• Advanced MS Office Skills
• Knowledge of SAP and Concur
• Planning, organizational, interpersonal, time management, verbal and written communication skills
• General knowledge of public purchasing processes