Procurement Services Coordinator

MNA•Edmonton, AB

11d•Onsite

About The Position

The Otipemisiwak Métis Government is recruiting for a Procurement Services Coordinator. Reporting to the Director of Facilities and Building Operations, the Procurement Services Coordinator is responsible for supporting the procurement and vendor management functions of the Facilities and Building Operations team by coordinating purchasing activities, maintaining vendor relationships, ensuring compliance with procurement procedures, and assisting with contract administration. This role supports operational efficiency through effective sourcing, documentation management, vendor evaluations, and coordination of procurement-related processes. The Procurement Services Coordinator acts as a key liaison between the department, vendors, contractors, and external stakeholders to ensure timely procurement of goods and services while maintaining organizational standards, policies, and budget requirements.

Requirements

Strong understanding of procurement, purchasing, and sourcing principles, with the ability to support procurement activities from planning through contract administration
Knowledge of vendor management, contract administration, and procurement documentation practices.
Strong computer skills with proficiency in Microsoft Office programs (including Word, Excel, and PowerPoint), procurement software, and document management systems.
Ability to prepare professional procurement documentation, reports, executive-level presentations, and correspondence.
Strong planning and organizational skills, with the ability to manage multiple priorities, competing deadlines, and procurement activities, within a fast-paced environment.
Strong analytical and problem-solving skills, with exceptional attention to detail and accuracy.
Excellent written, verbal, and interpersonal communication skills, with the ability to build collaborative relationships with internal stakeholders, vendors, contractors, and service providers.
Ability to work independently while contributing effectively as part of a collaborative team.
Demonstrated ability to build collaborative partnerships across departments and support cross-functional project teams.
Flexible and adaptable, with the ability to respond to changing priorities and organizational needs.
Strong sense of ethics, professionalism, integrity, and accountability, with the ability to maintain confidentiality and exercise political and cultural sensitivity in all interactions.
Diploma or degree in Business Administration, Supply Chain Management, Procurement, Construction Management, or a related field preferred.
Minimum 2–5 years of experience in procurement, purchasing, contract administration, vendor coordination, or related operational support roles.
Position is based in Edmonton; in-office presence is required.
Ability to work a regular schedule of Monday – Friday, 8:30AM – 4:30 PM.
Occasional evening and weekend work is required, with notice.
Reliable transportation and a valid Class 5 Driver’s License.
Ability to travel throughout Alberta, and occasional out-of-province travel, with notice.
Acceptable attainment of a Police Information Check is required.

Nice To Haves

Knowledge of WCB requirements, insurance compliance, contractor documentation, and construction procurement practices is considered an asset.
Experience in construction, facilities management, maintenance, or property operations is considered an asset.
Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the Otipemisiwak Métis Government and Métis culture, people, and values.

Responsibilities

Plan, coordinate, and execute the procurement of goods, materials, equipment, and services in accordance with Otipemisiwak Métis Government policies, procedures, and applicable legislation.
Prepare, issue, and administer requests for quotations (RFQs), tenders, and procurement documentation.
Obtain and analyze vendor quotations and procurement submissions to ensure competitive pricing, quality and overall best value.
Collaborate with the Facilities and Building Operations team to identify purchasing requirements, develop sourcing strategies, and support procurement planning.
Process purchase requests, purchase orders, and procurement transactions accurately while maintaining complete supporting documentation.
Maintain procurement records, vendor files, and supporting documentation to support operational and audit requirements.
Coordinate vendor onboarding and maintain vendor compliance documentation including WCB clearances, insurance certificates, safety documentation, licenses, and other regulatory requirements.
Support the administration, tracking, and renewal of vendor agreements and service contracts.
Assist with and administer the Preferred Vendor Evaluation Program, including project evaluations, scoring, audit documentation, and annual compliance reviews. Request updated documentation as required.
Build and maintain positive working relationships with vendors, contractors, consultants, service providers, and internal stakeholders to support effective service delivery.
Help support the implementation, maintenance, and continuous improvement of the contractor management software to support vendor documentation, compliance tracking, and project procurement workflows.
Coordinate procurement activities for construction, maintenance, operational, and service-related projects, ensuring purchasing requirements align with project schedules.
Coordinate communication between internal stakeholders and vendors to resolve procurement, delivery, or performance-related issues.
Monitor procurement timelines, project budgets, material deliveries, and purchasing milestones to support successful project execution.
Monitor vendor performance, assist with deficiency tracking, and support project close-out documentation.
Participate in project planning meetings and procurement planning sessions and provide procurement expertise to support project delivery as required.
Ensure procurement activities comply with organizational policies, procedures, and applicable legislation.
Prepare and support the preparation of procurement reports, internal and external audits, and ensure procurement activities meet reporting requirements.
Maintain confidentiality, integrity, and accuracy of procurement records, vendor, and financial information.
Contribute to the continuous improvement of procurement processes, policies, manuals, templates, standard operating procedures, and vendor management systems.
Other duties as required or assigned.