Contract Administration & Divisional POs Coordinator

City of Toronto; Toronto; Hybrid; CAD 106,006,000 - 116,110,000; Full time

Job summary

City of Toronto is seeking a Coordinator for Contract Administration & Divisional Purchase Orders to support Facilities Management and safeguard supplier contracts, ensuring compliance with procurement by-laws and managing non-competitive procurements.

The role involves creating sourcing events, issuing RFQs/RFPs, coordinating spend data, and maintaining contract documents, with an emphasis on collaboration across internal departments and external suppliers.

Qualifications

• Post-secondary education in a related field or an equivalent combination of education and experience.
• Considerable experience using Microsoft Office Suite, including Word and Excel spreadsheets and formulas.
• Considerable experience providing contract administration support, including processing progress reports, vendor invoices and payments, reconciling invoices, and tracking payments related to RFPs, RFQs and tenders.
• Experience using the purchasing module of ERP systems such as SAP Ariba Buying & Invoicing, SAP ECC/S4HANA, and/or project management systems.
• Experience supporting contract awards and the preparation or execution of contract agreements.

Responsibilities

• Creates, coordinates and completes assigned sourcing events and related activities.
• Issues RFQs, RFPs, RFIs or Tenders with Purchasing & Materials Management.
• Develops work packages and specifications in collaboration with Strategic Sourcing.
• Processes non-competitive procurements, divisional POs and related documentation.
• Uses automated purchasing systems for requisitions, POs, contract releases and goods receipts.
• Maintains data in systems and dashboards; supports forecasting and spend analysis.

Skills

Microsoft Office Suite

Contract administration

Vendor invoicing & payments

Public procurement knowledge

Communication skills

Education

Post-secondary education in related field or equivalent

Tools

SAP ECC/SAP S/4HANA

SAP Ariba Buying & Invoicing

SharePoint

Power BI

Job description

City of Toronto is seeking a Coordinator for Contract Administration & Divisional Purchase Orders to support Facilities Management and safeguard supplier contracts, ensuring compliance with procurement by-laws and managing non-competitive procurements.

The role involves creating sourcing events, issuing RFQs/RFPs, coordinating spend data, and maintaining contract documents, with an emphasis on collaboration across internal departments and external suppliers.