Procurement Administrator

Responsibilities

Performs a variety of duties to support services offered by the Procurement department, while maintaining a client-focused environment.

• Maintains a supplier and reference information system by:
  • Recording and supplementing information collected by Procurement or Business Owners, including:
    • researching new suppliers through various sources;
    • requesting documentary confirmation of WCB coverage, technical qualifications, insurance coverage, business incorporation, etc.;
    • updating contact information.
  • Support the vendor creation process in the applicable software systems required for purchasing (SAP).

• Supports the Procurement RFx and contract cycle by:
  • Support Procurement department to ensure the RFx package is accurate and ready for the commercial tender process.
  • Receiving and holding bids until bid closing, ensuring compliance with the commercial and legal process.
  • Providing assistance in tabulating bid responses at the direction of Procurement.
  • Closing of RFx files, including sending out award documentation at the direction of Procurement.
  • Entering SAP reservations and purchase requisitions and informing Business Owners once completed and ready for Business review and release in SAP.
  • Maintaining the internal website to communicate up-to-date Procurement department information.
  • Responding to clients’ requests for documents.
  • Supporting the contract dispute process through information-gathering and assistance with problem analysis.
  • Generating contract renewal letters at Procurement’s request, simple SAP purchase order extension updates, and Change Order distribution and sign-off documents.
  • Expediting inventory materials. Reporting discrepant issues to Buyers.

• Performs general administrative functions such as:
  • Reporting for procurement department activities (ie: KPI, Late Orders, etc).
  • Responding to simple queries regarding status of purchase requisitions, purchase orders and basic policies and procedures within Procurement. Referring more complex queries to supporting Procurement Specialists.
  • Photocopying and filing.
  • Receiving and distributing incoming and outgoing mail.
  • Maintaining stationery supplies.
  • Performs other minor, related duties which do not affect the value of the job.

Requirements

• Grade twelve (12) education is required. Completion of introductory courses in Purchasing and Legal administration at a recognized educational institution would be an asset.
• A minimum of two (2) years of experience in a computerized purchasing environment. Must be conversant with SAP transactions and inquiries in the material management modules.
• Sound working knowledge of Microsoft Office, Excel, and Word. Familiarity with PowerPoint and Visio applications. Proficient in use of Internet Explorer and ability to demonstrate internet research skills. Fifty-five  (55) w.p.m. keyboarding speed with minimal errors.
• Highly-developed English language skills. Demonstrated ability to proofread legal documents and compose correspondence coherently, without spelling or grammatical errors.
• Sound knowledge of basic office procedures, office equipment (e.g. fax machines, photocopiers, computers), and office systems (e.g. mail and communications systems).
• Ability to work under pressure, prioritize, problem-solve, and manage high volumes of work within specific deadlines.
• Ability to focus and concentrate on details for long periods of time while maintaining accuracy.
• Ability to perform with minimum supervision and be responsible. Must be tactful, discrete and respectful of confidential information. Must conduct self with peers, suppliers, and customers in a courteous and professional manner.
• Must be a strong participant in a team environment.