Purchasing Coordinator Bookstore

University of British Columbia•Vancouver, BC

4d•CA$5,227 - CA$5,641

About The Position

Under the overall direction of the Senior Procurement Officer, the Purchasing Coordinator provides day-to-day support of purchasing and procurement including contracts, supplier/product sourcing, purchasing records, ongoing reporting and inventory control at the Bookstore, including online. They also support the achievement of revenue, margin, and inventory turn targets and report on observed market trends and opportunities. All activities shall be in accordance with the University’s standard procurement practices and adhere to all municipal, provincial, and federal procurement laws.

Requirements

High school graduation plus training in office procedures and practices and a minimum four years of related experience or an equivalent combination of education and experience
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Nice To Haves

Completion of post-secondary education in the computer-related field equivalent to the diploma level and a minimum four years of related or an equivalent combination of education and experience.
Public procurement experience considered an asset.
Ability to communicate effectively both verbally and in writing.
Ability to understand and apply policies, procedures, and instructions.
Ability to maintain accuracy and attention to detail.
Computer experience to advanced level with spreadsheet and database software; and to intermediate excel, word processing, email, and presentation software required.
Experience with Workday and/or Optimum Control is considered an asset.
Demonstrated ability to work with multiple priorities; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
Excellent customer service skills and customer focused approach to work.
Good knowledge of general procurement principles and applications.
Experience and knowledge of University policies and procedures in procurement preferred.
Experience with public procurement an asset.

Responsibilities

Processes purchase requisitions and creates Purchase Orders in compliance with regulations and laws and related procurement practices in accordance with the University’s standard practices.
Provides a range of procurement support including achievement of revenue and profit targets to the Senior Procurement Officer.
Monitors and coordinates administrative processes such as returns, appropriate pricing and application of vendor rebates.
With direction, maintains and updates contracts and terms of supplier agreements.
Maintains and updates list of contracts and supplier database information.
Renews and maintains all blanket purchase orders with direction from Senior Procurement Officer.
Collates, maintains and distributes sales reports of items purchased as required.
Updates and maintains product list & pricing.
Reviews and verifies invoices issued against Purchase Orders placed in Workday.
Reconciles P-card transactions by assigning the correct cost center, spend category code, and tax requirements in Workday.
Collaborates with Bookstore Management on planning, acquisition, and delivery of service contracts; monitors service schedules and supplier performance.
Recommends new, amended and revised products, procedures and pricing as necessary.
Supports the training, development and evaluation of staff in regard to store operations including merchandising, customer service and inventory counting.
Provides research on current and potential vendors for goods and services according to reliability, price, quality, delivery options, terms and conditions, and sustainability initiatives.
Works with suppliers to identify and resolve delivery, quality, or other service problems.
Provides support supplier discussions regarding price, quality, new products and availability of goods.
Provides support in the negotiation of supplier terms, product specifications and delivery standards in line with University policy.
Collects, maintains, and analyze reports to help managers make more accurate, data-driven decisions.
Monitors, coordinates and facilitates administrative processes, such as, returns process, appropriate pricing, vendor rebates are applied and claimed in a timely manner and vendor price protection plans are implemented.
Monitors vendor relationships and performance to ensure appropriate service, terms, quality and pricing.
Contributes to the tracking of Key Performance Indicators (KPI) such as revenue, unit sales, gross and net profit, returns and shrink.
Assists and supports various sustainability programs for department in line with University policy.
Recommends improved, amended, new and revised procedures as necessary to ensure continuous process improvement.
Works on special projects and initiatives as assigned.
Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.
Operates a variety of office equipment such as a computer (excel, database, word processing) and copier.
Orders and maintains store supplies as required.