Procurement Coordinator

KEY DUTIES AND RESPONSIBILITIES
Procurement Support & Coordination (50%)

• Monitors the procurement email box.
• Distributes emails as received to the appropriate program area and team member.
• Maintains and updates the vendor management SharePoint site for Procurement Services, including vendor verification, documentation updates, additions, and deletions.
• Supports Procurement solicitation activities.
• Liaises with Procurement Officer and County department representatives.
• Creates or assists with procurement processes; determines timelines and solicitation (RFx) methods, assesses potential risks, collaborates with departments to develop evaluation & scoring criteria, finalizes solicitation documents and advertise.
• Coordinates contract award notification process, collection of contract documentation, and vendor communications post solicitation.
• Supports solicitation activities using online bidding platforms and the Alberta Purchasing connection website, inclusive of addenda, clarifications, and final award notification posting.
• Maintains a solid understanding of procurement trade agreements including Canadian Free Trade Agreement and New West Partnership Trade Agreement.
• Supports the annual review for County wide preferred supplier agreements and master service agreements.
• Supports the evaluation of supplier pricing and quality to ensure competitive pricing, sufficient supplier sourcing, and quality services are being solicited across the County.

Contract Management Support & Coordination (25%)

• Works in collaboration with the Contract Management Coordinator to provide centralized support for departments with contract management and vendor management support.
• Administers low risk solicitation contract development activities including, but not limited to; communications, document development and approval, contract execution and maintenance through contract term as required. This may include reviewing existing supplier/service provider agreements for compliance to policy, legislation, insurance, and regulatory requirements.
• Supports asset disposal activities such as electronic auctions, live auctions, department transfers of assets, and opportunities to support area charities, schools, municipalities etc. with County assets past their financial lifecycle.
• Acts as the designated back up for the Contract Management Coordinator.
• Supports live contract documentation through tracking of deliverables, dates and dollar values which may include important date reminders, amendments, changes orders, and various forms of contract attachments held in the Centralized Contract Management site.

Risk & Insurance Administrative Support (15%) 

• Provides administrative support to the Risk and Procurement Officer for insurance and small claims documentation distribution and collection.
• Provides support to the small claims areas and centralized risk email.
• Supports the risk and insurance program through the processing of insurance changes orders for additions and deletions throughout the fiscal year.
• Supports the insurance renewal program with communication to the Additionally Named Insured and application collection.
• Supports supplier relations, internally and externally, and identifies any opportunities and challenges with relationships, quality, and processes to address.

Other Related Duties (10%) 

• Completes insurance follow up and special projects as required for claims or insurance support.
• Perform the duties of an Information Management Contact for the department.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.