Systems Coordinator, Sourcing & Procurement

Four Seasons Hotels and Resorts; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A global luxury hotel management company is seeking a Systems Coordinator for a 16-month contract. This role involves managing procurement systems, vendor onboarding, and data management tasks. Candidates should have 2-3 years of experience, strong organizational skills, and proficiency in Excel. The position will require 3 days per week in the office located in Toronto, Ontario, with mandatory Tuesday and Wednesday on-site attendance.

Qualifications

• Minimum 2–3 years’ experience in data coordination, procurement support, or system administration.
• Experienced with Windows and Microsoft Office Suite, including SharePoint.
• Strong proficiency in Excel.

Responsibilities

• Manage supplier onboarding and procurement system administration.
• Prepare and analyze bid pricing worksheets.
• Support vendor communication and project documentation.

Skills

Attention to detail

Organizational skills

Communication skills

Data analysis

Education

Post-secondary education

Tools

Microsoft Office Suite

Birchstreet Software Systems

Microsoft D365

Excel

Job description

About Four Seasons :

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location :

Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.

Systems Coordinator, Sourcing & Procurement (16 Month Contract)

The Systems Coordinator, Sourcing & Procurement (16 Month Contract) plays a critical role in the execution and coordination of centralized procurement and pre-opening activities across systems, data management, and internal communication platforms. This role supports vendor onboarding, procurement system administration, and data integrity across multiple platforms including BSS, SharePoint, and internal reporting tools. The ideal candidate will have strong attention to detail, organizational skills, and the ability to manage multiple recurring tasks and ad hoc requests in a dynamic hospitality environment.

What You’ll Be Doing :

Procurement System - Centralized Procurement, Systems & Data Administration

• Pull and format monthly Corporate Supplier Listing reports from BSS; publish to the S&P SharePoint site.
• Maintain and update the S&P SharePoint site to ensure accurate and accessible procurement documentation.
• Manage S&P Distribution Groups, including timely updates and list maintenance.
• Create, maintain, and distribute supplier reports (e.g., Vendor Forecasts, PO Detail Reports) for both UPI and non-UPI vendors.
• Support ad hoc systems needs for vendors outside of standard platforms, in coordination with S&P category teams.

Sourcing & Procurement RFP process

Prepare and analyze bid pricing worksheets and identify pricing levels (high, low).

Coordinate feedback from the Product team into the pricing worksheets for review by Buyers / S&P Leaders.

Collection vendor question submissions through the bid process and consolidate into one document and share responses back with vendors per timelines.

Maintain vendor bid files, saving in the appropriate folders and the vendor tracking file.

Pre-opening Project Support

Pre-Opening Project Administration :

Prepare templates per project upon request.

Update Procurement system with completed and signed-off project data.

Prepare OS&E excel template files for operations reviews and SKU selections.

Set up POs and reporting groups for key stakeholders (FS, Owner, 3PP).

Prepare vendor-specific RFQ templates, and support consolidation of replies.

Support the setup and content upload for Owner Portals.

Upload approved project budgets into BSS.

Manage creation and updates of the Local Item Master and item codes.

Manage vendor onboarding for projects that use non-standard systems, including :

Sending standardized email templates to vendors.

Ensuring timely replies and completed onboarding requirements.

Escalating delays to the project buyer or lead.

Maintaining an onboarding tracker with vendor data and completion status.

Collecting and storing required documents (e.g., trade licenses, bank details).

Maintain and issue the Designated Developer Listing quarterly in coordination

with the Senior Director and Project Leads.

Support the maintenance of pre-opening project status reporting.

Communication

External communication to Owners, RVPs, General Managers, suppliers and other external partners related to S&P information, follow up on outstanding issues, scheduling meetings, etc.

Producing reports, presentations, memos and correspondence and drafting responses to routine inquiries.

Manage the Sourcing and Procurement Centre / SharePoint site on a regular basis.

Administrative Tasks

Manage supplier contacts input / address book maintenance for the team; prepare and broadcast emails, mass communication, with suppliers, and track responses as required.

Provide additional ad-hoc assistance to general organizational needs.

What You Bring :

Post-secondary education (training in administrative skills is an asset).

Minimum 2–3 years’ experience in data coordination, procurement support, or system administration.

Experienced with other software packages including Windows, and Microsoft Office Suite, including SharePoint.

Strong Proficiency in Excel.

Birchstreet Software Systems and Microsoft D365 exposure an asset.

Data Analysis exposure an asset.

Key Skills / Who You Are :

Strong team player who is reliable, dependable and trustworthy.

Ability to deal with highly confidential information.

Strong interpersonal skills and positive attitude towards teamwork.

Ability to work independently, take initiative and use good judgment.

Ability to work well under pressure and meet various deadlines in a fast-paced work environment.

Strong organizational skills with the ability to establish and manage priorities with a superior commitment to follow-through.

Strong, professional and effective communication skills both verbally (particularly on the telephone) and in writing (particularly via email).

Ability to listen and follow instructions accurately.

This role will be a Hybrid working model, which will require 3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario. Tuesday and Wednesday are mandatory in office days, and third day required (preferably Monday)#LI-Hybrid

Four Seasons is committed to providing employment accommodation in accordance with theOntario Human Rights Code and theAccessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.