Procurement & Contracts Coordinator

Polaryn Solutions Inc.; Dartmouth; Hybrid; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Hybrid work model

Full medical & dental benefits

RRSP matching

Maternity & parental leave top-up

Job summary

COVE in Dartmouth, NS, is hiring a Procurement & Contracts Coordinator to support day-to-day procurement and contract activities. You will work with Finance and internal departments to ensure accurate records, timely approvals, and smooth procurement cycles.

The role emphasizes vendor relationships, documentation compliance, and improving procurement processes in a hybrid work environment with opportunities for growth within Corporate Services.

Qualifications

• Proficiency with Microsoft Office, including advanced PowerPoint, Excel, and Word.
• Excellent written, verbal, presentation, and facilitation skills.
• Strong communication and interpersonal skills for vendor and cross-functional teamwork.
• Ability to identify documentation gaps, financial inconsistencies, deadlines, and potential compliance concerns.
• Outstanding organizational skills and attention to detail, with the ability to manage multiple projects.

Responsibilities

• Create, review, and process purchase orders from approved requisitions and contracts, ensuring accuracy and compliance.
• Track and monitor purchase order and contract approvals, following up with internal stakeholders for timely completion.
• Verify receipt of goods and services and support reconciliation and payment processing.
• Provide regular updates on PO activity, outstanding approvals, and open commitments to support reporting.
• Maintain vendor onboarding and accurate vendor records with Finance.
• Resolve invoice discrepancies with vendors, Finance, and internal teams.
• Maintain and organize contract database with key dates and documents for reporting.
• Support contract lifecycle tracking, renewal notifications, and lifecycle monitoring.
• Review alternate procurement justifications for completeness and policy alignment.
• Track procurement metrics and support process improvements.

Skills

PowerPoint

Excel

Word

Communication skills

Vendor relationships

Job description

Procurement & Contracts Coordinator

COVE

Dartmouth, NS

COVE is a global technology partner advancing high-impact solutions from seabed to space. COVE transforms innovation into market-ready technologies through testing, commercialization support, market expertise and access to critical infrastructure. Leveraging its networks and mission-driven platform, COVE connects investors, innovators, industry, and the research community to drive cutting-edge capabilities for commercial and defence applications.

Based in Canada and operating internationally, COVE supports the full lifecycle of maritime and multi-domain technologies – from research and development to manufacturing, integration, and export – linking Canadian innovation to global markets. COVE has built a globally recognized innovation platform, with an ecosystem of more than 700 organizations spanning startups, multinational firms, researchers, Indigenous partners, and public sector collaborators.

Through its programs, facilities, and partnerships, COVE enables real-world testing and validation, strengthens supply chains, and accelerates technology adoption in complex operating environments. With strong connections across the North Atlantic, the United States, and the Arctic, and as part of international networks including NATO’s Defence Innovation Accelerator for the North Atlantic (DIANA), COVE plays a key role in advancing technologies that support economic growth, environmental sustainability, and global security.

As COVE experiences rapid expansion, it is actively seeking to expand its team to further bolster its transformational influence as a global technology partner in advancing high-impact solutions. COVE recognizes that its journey toward this goal hinges on the strength of its team – a group of individuals who collaborate, innovate, and continually strive for excellence. Join COVE as it embarks on this exciting journey of discovery and advancement.

The Opportunity

As part of the Corporate Services team, the Coordinator contributes to efficient, compliant and service focused procurement practices that support operational needs, financial accountability, vendor relationships and organizational objectives.

What You'll Do:

Reporting to the Manager, Procurement & Contracts, the Coordinator provides day-to-day administration, coordination and tracking support for COVE’s procurement and contract management activities. The position helps ensure that procurement requests, purchase orders, vendor documentation, contract records and related approval processes are organized, accurate and completed on time. Working closely with Finance, internal departments and external vendors, the Coordinator supports the procurement cycle, including requisitions, purchase orders, verification of receipt, invoice issue resolution, documentation follow up and contract life cycle tracking. The Coordinator maintains accurate vendor, procurement, and contract records, supports reporting and identifies matters requiring follow-up or process improvement.

• Create, review, and process purchase orders from approved requisitions and contracts, ensuring accuracy, completeness, and compliance with procurement requirements.
• Track and monitor purchase order and contract approvals, proactively following up with internal stakeholders to support timely completion and documentation.
• Verify the receipt of goods and services, update purchase order records and support reconciliation and payment processing.
• Prepare and provide regular updates on purchase order activity, including outstanding approvals, open commitments, completed orders, and items requiring follow-up or escalation to support payment processing and reporting.
• Provide vendor onboarding support and maintenance, including collecting required documentation, and supporting accurate vendor records with Finance.
• Liaise with vendors, Finance, and internal departments to resolve invoice discrepancies, obtain documentation, communicate status updates, and respond to procurement inquiries.
• Maintain the contract database by entering, updating, and organizing contract records, key dates, supporting documents, and related procurement information for easy retrieval and reporting.
• Support the systems and processes for contract lifecycle tracking, renewal notifications, and monitoring, ensuring a seamless contract management experience for all stakeholders.
• Review and process alternate procurement justifications, ensuring submissions are complete, properly documented, and consistent with applicable procurement policies and approval requirements.
• Track procurement metrics and activity data to support reporting, identify trends, monitor workload, and contribute to continuous improvement of procurement processes.
• Support procurement-related projects and initiatives, including coordinating information, tracking deliverables, assisting with documentation, and helping ensure project activities are completed in alignment with procurement timelines, policies, and stakeholder requirements.
• Serve as a primary point of contact for procurement related inquiries, maintaining professional and timely communication with internal staff.
• Ensure compliance with COVE's policies and procedures, including human resources, safety, and operational standards.
• Take on additional responsibilities as required to support the success and growth of COVE’s programs and strategic initiatives.

What You Bring:

• Proficiency with Microsoft Office, including advanced skills in PowerPoint, Excel, and Word
• Excellent written, verbal, presentation, and facilitation skills.
• Strong communication and interpersonal skills, with the ability to clearly share information, follow up on requests, and build effective working relationships with vendors, internal teams, and cross-functional stakeholders.
• Ability to identify documentation gaps, financial inconsistencies, contractual deadlines, and potential compliance concerns and elevate them appropriately.
• Outstanding organizational skills and attention to detail, with the ability to manage multiple projects and priorities simultaneously.
• Ability to support process improvements that help increase efficiency and improve day-to-day operations.
• Ability to meet deadlines under pressure while maintaining a positive attitude.

Additional Assets:

• Familiarity with relevant regulations, compliance requirements, and industry best practices related to procurement processes.

Working at COVE

At our core, we are a team driven by our passion for empowering marine tech innovators, serving as unwavering advocates for every visionary who walks through our doors. Integrity, creativity, and diversity are not just values to us - they are the bedrock of our identity. We thrive within an integrated team environment, where collective efforts culminate in tangible results. Embracing diversity in our workforce is paramount for fostering genuine collaboration and fulfilling the impactful responsibilities we hold within our community. We cultivate a workplace culture that celebrates individual differences, ensuring that each person's unique talents and strengths are fully recognized, appreciated, and utilized. Operating within a hybrid and flexible work environment allows us to optimize the collective potential of our highly collaborative team, enabling us to achieve the best possible outcomes.

Benefits:

• Opportunity to learn and make an impact by working for a dynamic, growing company on meaningful projects that find solutions to real-life problems.
• Comprehensive paid time off including vacation, personal sick time, and additional days for family illness or medical appointments.
• Hybrid work model with flexibility to work remotely 1 day/week.
• Team wide bonding activities and casual work environment.
• Tech focused office location, convenient via transit and bike paths.
• Employee wellbeing including full medical & dental benefits and a health spending account.
• Group RRSP matching program & Income Insurance Plans.
• Maternity & parental leave top-up allowance.
• Learning and growth opportunities.
• Employee referral program.
• Competitive salary.

Talent Pool

As part of our ongoing recruitment efforts, we continually identify candidates who demonstrate the skills, experience, and potential to contribute to our organization. By submitting your application, you will be considered for current and future opportunities that match your qualifications and interests.

Should your profile align with our current or future needs, a member of our recruitment team may reach out to you to discuss potential opportunities and to further assess your fit for specific roles within our organization.

We are committed to ensuring accommodations are made available to persons with disabilities during the recruitment, assessment and selection processes and will provide reasonable accommodation upon request.

We offer an excellent working environment where life balance is valued. Our people and their commitment to quality work is what drives our success. You can find out more information about COVE at www.covesolutions.com. Salary for this position will be commensurate with experience, note that relocation costs are not supported.