Coordinator, Contract & Vendor Management

Metrolinx • Toronto, ON

3d • Onsite

About The Position

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario. At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team. This role is an in-office position based at our 20 Bay Street, Toronto location. Our team is highly collaborative, and much of our work benefits from in-person co-creation, relationship-building, and hands-on partnership with leaders across the organization. Our Commercial Management Office is looking for a Coordinator, Contract & Vendor Management. Reporting to the Manager of Performance Management, the Coordinator will be responsible to record, coordinate, analyze and monitor all vendor related requisitions and invoices to ensure accuracy, approvals and payments are processed within vendor contract payment terms.

Requirements

• Completion of a certificate in Business Administration, Project Management or related field, or a combination of education, training and experience deemed equivalent.
• Demonstrated experience working with vendors.
• Experience coordinating and managing financial/administrative services.
• Project coordination experience is required to monitor progress of projects for adherence to project requirements, specifications, timelines, and to achieve anticipated business results.
• Experience gathering and analyzing business requirements is required.
• Must have strong Oral/written communication skills as well as collaboration skills across various departments as well as different levels of the organization.
• Proficiency in MS Office (e.g., Outlook, Word, Excel, PowerPoint, etc.).

Nice To Haves

• Experience with Oracle E-Business Suite and Oracle Primavera Unifier is considered an asset.

Responsibilities

• Oversees the end-to-end invoice lifecycle, reviewing invoices for accuracy and completeness, ensuring approval controls are in place and met, and resolving issues when encountered.
• Manage day-to-day activities for all Oracle Requisitions and Invoice Management to meet established objectives and prepare detailed and timely reports for approval.
• Coordinate collection and confirming client requirements to advise Vendor Management staff of issues.
• Prepare and review complex documents for verification of Budget, Executive Summary, Contract Documents (Change Orders/Change Notices, Statements of Work, Work Orders, Internal Purchase Order), in order to create Oracle Requisitions for Drawdowns/Standard Purchase Orders.
• Coordinate and implement large scale Oracle transactions to accommodate errors or redistribution of cost center’s, account/location codes.
• Provide Purchase Order Closeout support and verification to the Procurement and Finance departments.
• Verify that all required documentation is complete prior to Purchase Order requisition.
• Provide weekly/monthly review of Vendor Commercial Scorecards to communicate status of invoice payment to vendors.
• Provide monthly reporting to illustrate Invoice Aging and Spend report by Vendor.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees