COORDINATOR CONTRACT ADMINISTRATION & DIVISIONAL PURCHASE ORDERS

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

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COORDINATOR CONTRACT ADMINISTRATION & DIVISIONAL PURCHASE ORDERS

• Job ID: 66119
• Job Category: Finance, Accounting & Purchasing
• Job Type & Duration: Full-time, Temporary Vacancy (12 months)
• Hourly Rate and Wage Grade: $42.28 - $46.31
• Shift Information: 35 hours per week, Monday to Friday
• Affiliation: L79 Full-time
• Number of Positions Open: 1
• Posting Period: 14-SEP-2026 to 28-SEP-2026

Job Summary:

To support Facilities Management and perform required procurement activities utilizing various solicitation methods. To perform the administrative requirements necessary to maintain Corporate Real Estate Management supplier contracts and ensure they are current and compliant. To support the processing and administration of non-competitive procurements and divisional purchase orders.

Major Responsibilities:

• Creates, coordinates and completes assigned sourcing events and associated activities.
• Issues Requests for Quotations, Requests for Proposals, Requests for Information, Requests for Expressions of Interest or Tenders with Purchasing & Materials Management Division.
• Develops the work package and specifications that define the goods or services to be procured and the procurement strategy in collaboration with the Purchasing & Materials Management Division Strategic Sourcing team.
• Processes and coordinates non-competitive procurements, divisional purchase orders and related procurement documentation in accordance with the City’s Purchasing By-law, policies and procedures.
• Utilizes the City’s automated purchasing systems and processes purchasing requirements, including divisional purchase orders, departmental purchase orders, contract release orders, purchase requisitions and goods receipts, and updates and retrieves purchasing information.
• Liaises with internal stakeholders, including Purchasing & Materials Management Division, Legal Services, Accounting and Finance, City divisions and agencies, and various sections within Corporate Real Estate Management.
• Engages and confers with external stakeholders, including suppliers, proponents and prospective proponents. Performs market sounding and category reviews, as necessary, to develop the work package and specifications for the goods or services to be procured.
• Administers contract transition activities, as needed, to onboard and off-board suppliers and contracts.
• Tracks, files and maintains contract documents for operational, legal and audit purposes. Prepares correspondence, reports and procurement documents.
• Performs contract administration, as needed, and maintains contract compliance.
• Prepares new contract packages and renewals and administers the contract execution and renewal process.
• Maintains data in various systems, dashboards and information repositories.
• Reviews existing contract management and purchasing processes, identifies opportunities for improvement, and supports the development and implementation of process improvements, as required.
• Supports contract forecasting and spend analysis by compiling, reviewing and reporting purchasing, financial and contract data to assist with planning and decision-making.

Key Qualifications

Your application must describe your qualifications as they relate to:

• 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 Requests for Proposals, Requests for Quotations and tenders.
• Experience using the purchasing module of enterprise resource planning systems, such as SAP ECC, SAP S/4HANA and SAP Ariba Buying & Invoicing, and/or project management systems.
• Experience supporting contract awards and the preparation or execution of contract agreements.

You Must Also Have:

• Advanced knowledge of public procurement guidelines and requirements and experience performing public procurement sourcing initiatives.
• Knowledge of the City’s Purchasing By-law, policies and procedures, specifically Chapters 195 and 71.
• Working knowledge of contract administration and contract terms.
• Knowledge of non-competitive procurement and divisional purchase order processes.
• Ability to draft well-written and grammatically correct reports and communicate effectively at all organizational levels.
• Ability to work with internal stakeholders to identify, correlate and draft requirements for goods and services to be procured.
• Ability to work independently, as required.
• Ability to plan, prioritize and organize assignments and work with minimal supervision.
• Ability to work as part of a team.
• Highly developed interpersonal and conflict-resolution skills.
• Excellent analytical, problem-solving and negotiating skills.
• Excellent attention to detail, with the ability to review procurement, purchasing, financial and contract documentation for accuracy, completeness and compliance.
• Ability to compile, analyze and interpret purchasing and contract data to support forecasting, spend analysis and operational decision-making.
• Ability to identify process gaps and support the development and implementation of practical process improvements.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

The Following Are Assets:

• A Certified Public Purchasing Officer or Certified Professional Public Buyer designation.
• Knowledge of SharePoint and Power BI.
• Strong knowledge of SAP Ariba modules or functionality beyond Buying & Invoicing.
• Familiarity with using electronic signature platforms, such as Adobe Acrobat Sign (Adobe Sign) and DocuSign.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.