Site and Supplier Management Coordinator

Interior Health; Kelowna; On-site; CAD 76,000 - 109,000; Full time

Benefits offered by this job

Employee & Family Assistance

Training opportunities

Vacation

Insurance premiums

Health & dental coverage

Municipal Pension Plan

Work-life balance

Job summary

Interior Health in Kelowna is seeking a Site and Supplier Management Coordinator for a full-time, in-office role. The position focuses on procurement and contract management within Digital Health, ensuring adherence to policies, guiding negotiations, and maintaining a central contract repository.

The role supports the Director and oversees vendor relationships for the Reid’s Corner facility. The ideal candidate has a 2-year diploma in business administration or related field and at least 5 years

Qualifications

• 2 year diploma in business administration or related field.
• Minimum 5 years proven experience in procurement and contract management within the Health Care industry.
• Familiarity with ITIL practices for IT service management.
• Knowledge of PHSA procurement framework and governance.

Responsibilities

• Provide information and advice to staff on procurement policies and compliance.
• Review contracts (new, amendments & renewals) for Digital Health staff.
• Coordinate and monitor processes for Service Provider contracts.
• Develop and maintain contract database and payment schedules.
• Ensure governance and documentation for audits.
• Support internal and external audits.
• Manage vendor relationships and ensure timely payments.
• Coordinate facility-related activities and space planning.

Skills

Procurement management

Contract management

ITIL

Vendor management

Communication

Analytical skills

Education

Diploma in business administration or related field

Tools

Contract database

Invoice processing systems

Microsoft Office

Job description

Position Summary

Interior Health is looking for an experienced Site and Supplier Management Coordinator to join our team on a full time permanent basis.

This position is in full time - in office role in Kelowna.

What we offer:

• Employee & Family Assistance Program
• Employer paid training/education opportunities
• Employer paid vacation
• Employer paid insurance premiums
• Extended health & dental coverage
• Municipal Pension Plan
• Work-life balance

Salary Range:

The salary range for this position is $76,111 (min) to $95,138 (midpoint) to $109,409 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

About the job:

In accordance with the established vision and values of the organization, the Site and Supplier Management Coordinator (Coordinator) within Digital Health plays a vital role in maintaining consistent procurement and contract management practices, processes, and procedures. This position guides compliance across Digital Health that aligns with internal signing authority policy, PHSA (Provincial Health Services Authority) procurement guidelines; guides best practices for contract negotiation that falls outside of PHSA procurement, prepares, and collects contractual documentation for a wide range of contract categories to ensure accurate contract package submission to PHSA supporting and authorizing invoice payments and payment status. Additionally, the Coordinator aids in identifying and resolving contract-related issues to guarantee vendor compliance with contractual obligations. Acting as the subject matter expert for procurement practices and policy, this role supports internal leaders, and partners while maintaining a comprehensive and easily accessible central document repository. Additionally, this position actively seeks opportunities to enhance existing procurement and contract management guidelines and policies.

The Coordinator also plays a fundamental role in supporting the Director responsible for overseeing the day-to-day operations and maintenance of Digital Health staff occupied sections of the Interior Health Reid’s Corner facility. This position involves coordinating facility-related activities, confidential meetings, and communications, managing vendor relationships, and ensuring the safety, security, and efficiency of the building environment.

Procurement Management

• Provides information and advice to staff to support understanding and compliance with corporate policies, processes and legislation related to procurement at both organizational and provincial levels.
• Reviews contracts (new, amendments & renewals) for Digital Health staff and provides advice on modifying, enhancing as well as verifies calculations in contracts, in accordance with established policy.
• Coordinates and monitors the processes governing all Digital Health Service Provider contracts to advise on compliance issues with government and Interior Health policies, procedures, and guidelines.
• Develops and maintains the Digital Health Service Provider contract database and ensures that contract payment schedules are in accordance with policies and ensures that the payment of contracts are processed in a timely manner.
• Provides input to and makes recommendations on the contract management process.
• Provides advice on contract management policies and procedures and acts as a liaison between the Interior Health staff, ministries, and contractors.
• Maintains organized and up-to-date procurement files and the associated contract management system, including purchase orders, invoices, contracts, and the data contained within. Ensure documentation is easily accessible for auditing purposes.
• Prepares and collects all necessary contract documentation including Agreements, Supplier Forms, Certificates of Insurance
• Ensures proper governance of procurement related records.
• Support internal and external audits.
• Works and communicates with internal and external partners during project execution and implementation.
• Monitor approval of requisitions and complete requisition changes as required.
• Ensures all contract project purchasing administration procedures are followed and executed in a professional manner.
• Arranges for progress payments, ensures all documentation is provided by Contractors. Codes invoices for payment, obtains approval signature from Project Manager or Director, and forwards to Finance for payment. Identifies and brings forward problems and discrepancies to Project Manager or Director. Resolves invoice discrepancies as needed.

Facility Management

• Manages confidential communications and coordination for the site director – currently Director, IT Services Management
• Is a member of the local Joint Occupational Health Safety Committee (JOHSC) monitoring the condition of the facility and address any maintenance issues or safety hazards promptly.
• Collaborate with external contractors and service providers to ensure timely and quality service delivery.
• Manage relationships with facility service vendors, contractors, and suppliers under following the practices and in collaboration with facilities management.
• Review vendor invoices, process payments, and maintain accurate records of expenses related to facility maintenance and operations.
• Implement and enforce safety protocols, procedures, and emergency response plans to ensure the safety and security of building occupants.
• Conduct regular inspections of the facility to identify and address potential safety hazards or security breaches.
• Maintain accurate records of building space allocations, floor plans, and occupancy levels.
• Coordinate office relocations, renovations, and space modifications as needed.
• Assist in space planning activities, including furniture layout, seating assignments, and utilization analysis.
• In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.
• Performs other related duties as assigned.

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).

BC’s health system is in the process of transformation. As part of the planned changes, certain IM/IT, Finance, and Supply Chain roles are expected to be in scope for transition to a new provincial shared services organization, BC Shared Health Services. Candidates applying to positions in these areas should be aware that, while the role is currently employed by the Health Authority, it may transition to BC Shared Health Services as part of the first or subsequent implementation phases.

Qualfications

Education, Training, and Experience

• 2 year diploma in business administration or related field.
• Minimum 5 years proven experience in procurement and contract management within the Health Care industry and knowledge of regulatory compliance requirements related to Digital Health procurement (e.g., PHSA Procurement Framework) preferably in a corporate or enterprise environment.
• Familiarity with ITIL (Information Technology Infrastructure Library) best practices for IT service management with a focus on Supplier Management.
• In-depth knowledge of procurement processes, including sourcing, negotiation, and supplier evaluation.
• Or an equivalent combination of education, training, and experience.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing with all levels of management in IH and with outside partners.
• Ability to think critically and analytically, with the ability to analyze data and provide recommendations.
• Ability to organize work.
• Ability to operate related equipment and software.
• Ability to work under the pressure of deadlines and prioritize effectively.
• Ability to deal with a dynamic and demanding environment.
• Strong