Job ID #31957: Procurement Contract Coordinator

City of Hamilton • London, ON

5d

About The Position

This role provides administrative support to the Policy & Contract Section by managing all goods and service contracts issued by the Procurement Section. The Procurement Contract Coordinator assists procurement staff with day-to-day administrative functions related to the award of new and renewing contracts. The position reports to the Supervisor, Contract Management.

Requirements

• Previous related experience normally acquired through a combination of education and related work experience.
• Previous demonstrated experience in a procurement environment with an understanding of procurement procedures and legal documents associated with Request for Tenders, Proposals and Quotes.
• Previous demonstrated experience in preparation of agreements and management of contractual documents.
• Ability to interpret contractual requirements related to insurance, contract bonds, WSIB, AODA, etc. and communicate requirements to vendors.
• Strong attention to detail and accuracy.
• Strong time management, multi-tasking and organizational skills with the ability to continually assess and re-establish work priorities as needed in order to meet tight deadlines.
• Ability to self-manage and work independently, possessing the initiative and ability to carry out instructions without detailed direction.
• Ability to maintain comprehensive working documents with specific attention to detail.
• Demonstrated ability to word process correspondence and reports.
• Experience in a computerized environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel and OneNote), Adobe Professional.
• Demonstrated ability to work effectively with others and to display and foster teamwork within the work unit.
• Strong interpersonal and communication skills with demonstrated ability to interact with a variety of individuals, both internally and externally in a professional and confident manner.

Nice To Haves

• Certified Professional Public Buyer (CPPB) or completion of Procurement Principles Certificate.
• Experience in OnCorp, procurement systems (ex. Bids&tenders, Biddingo, etc.) and PeopleSoft.

Responsibilities

• Prepares contract documents for execution by both the City and vendor, including attaching all pertinent appendices and schedules.
• Liaises with vendors to collect and review insurance, WSIB certificates, and performance and labour and material payment bonds for inclusion in the contract.
• Responsible for copying and binding of all documentation.
• Consults with Procurement, Risk Management, and Legal Services staff when necessary.
• Forwards contracts to vendors and City departments for execution.
• Ensures all documentation received from vendors complies with contract requirements.
• Reviews and interprets legal documents such as contract bonds and letters of credit to verify compliance with contracts.
• Reviews and verifies compliance of certificates of insurance with contractual insurance requirements, working closely with Risk Management staff to identify deficiencies.
• Advises vendors/insurance brokers of contractual requirements and any deficiencies requiring correction.
• Ensures insurance remains active and does not lapse.
• Maintains active vendor WSIB certificates and exemption letters, advising vendors of requirements and ensuring they understand timelines.
• Administers vendor corporate changes and assignments, identifying affected contracts and ensuring applicable City staff are aware.
• Advises vendors on the process and required documentation for consideration of requests, ensuring proper documents and information are secured.
• Works closely with Legal staff to complete vendor corporate changes or assignments.
• Liaises with vendors to ensure proper documentation and information is secured to prepare name changes.
• Conducts business name searches, other verification, and due diligence searches in preparation of contract award.
• Performs due diligence to ensure contracts are not awarded to vendors currently in litigation with the City.
• Ensures contract files have all required and supporting documents, are closed, and properly documented in a central database, including securing insurance certificates, WSIB clearance certificates, zoning verification reports, licenses, performance security, and police checks where required.
• Ensures contract files include all executed contract documents, original submissions from bidders, and all bid issuance documentation.
• Tracks and retains all vendor performance records.
• Maintains a database of all renewing contracts, determining which contracts are up for renewal and working with the Procurement Specialist to determine if client departments are open to renewing or re-issuing bid documents.
• Works with the Procurement Specialist to determine required documents for contract renewal, including securing them from the vendor, issuing renewal letters, and following up with vendors.
• Maintains a database of AODA vendor compliance information, WSIB clearance certificates, and all insurance certificates.
• Prepares standard correspondence related to requests for tenders and proposals, including spreadsheets, letters, emails, reports, forms, and notifications.
• Establishes work priorities and schedules, ensuring timelines are met.
• Operates equipment such as photocopiers and fax machines.
• Word processes form letters, memoranda, and reports.
• Works in accordance with applicable Health and Safety legislation and City of Hamilton corporate and departmental policies and procedures.
• Performs other duties as assigned that are directly related to the major responsibilities of the job.

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed