Vendor & Contracts Administrator

At Minga, we're on a mission to revolutionize campus management for modern K-12 schools, creating an environment where students thrive, feel safe, and actively engage in their communities through our innovative platform. As a tight-knit and growing team based in the vibrant Innovation Center in downtown Kelowna, BC, we're seeking a dynamic individual to join us as we continue to expand.

The Role
Let's cut to the chase - we're looking for someone with exceptional legal administration and procurement skills. If this sounds like you, keep reading! If it's not quite your forte yet, master it and then consider applying in the future.

This role is full-time, Monday - Friday. We are a hybrid work environment with three days a week in the office (Monday, Tuesday, Thursday) with optional remote days (Wednesday, Friday). You will need to be located in the Kelowna area and be able to reliably commute into the office downtown Kelowna in the Innovation Center.

Expected start date for this role is in May 2025. Salary Range for this position is $60,000 - $70,000.

Your Responsibilities
As a vital Operations team member, you'll play a key role as a Vendor and Contracts Administrator, leading the charge in managing and maintaining legal documentation, vendor registrations, and procurement processes to support our sales team.

• Legal & Procurement Administration
  • Manage and maintain legal documentation, including Data Processing Agreements (DPAs), vendor registration forms, service agreements, cyber security questionnaires, and other sales-related contracts.
  • Ensure compliance with school district procurement requirements by proactively maintaining vendor bid portals and submission processes.
  • Track and manage contract renewals, expirations, and required updates.
  • Organize and maintain all legal and procurement documentation for easy reference by sales, finance, and leadership teams.
• Vendor Approvals & Purchasing Cooperatives
  • Proactively research and seek out purchase cooperatives and vendor approval opportunities in various school districts.
  • Monitor procurement trends and identify strategic vendor registration opportunities to support sales efforts.
  • Assist the sales team in navigating vendor approval processes and submitting necessary documentation.
  • Serve as the primary point of contact for vendor registration inquiries and requirements.
• Process Documentation & Continuous Improvement
  • Develop, document, and maintain standard operating procedures (SOPs) related to legal, procurement, and vendor registration processes.
  • Continuously evaluate and improve existing workflows to enhance efficiency and compliance.
  • Collaborate with cross-functional teams to ensure alignment on documentation and procurement best practices.
• Seasonal Workload & Collaboration with Sales
  • Peak Season (July - September): Manage a high volume of vendor approval submissions and renewals to ensure Minga is an approved vendor before the new school year.
  • Off-Peak Season (October - June): Work alongside the sales team to identify and proactively secure vendor approvals, reducing workload during peak months.

Your Qualifications

• 2+ years of experience in legal administration, procurement, contract management, or a related field.
• Strong understanding of procurement processes, vendor registrations, and contract management.
• Experience with school district purchasing and procurement is a plus.
• Highly organized with the ability to manage multiple deadlines and documentation requirements.
• Strong attention to detail and ability to work independently.
• Excellent communication skills, both written and verbal.
• Proficiency in CRM tools (such as HubSpot), contract management platforms, and Microsoft Office/Google Suite.
• Bonus points for experience in education, education tech, or local government.
• Ability to enjoy life, have fun, and not take things too seriously.

The Perks
Embrace the perks of a flexible, hybrid work environment (three days in the office), along with comprehensive health, dental, and vision care. Enjoy your well-deserved vacation days, holidays, and sick leave. Seize opportunities for professional development and training on the job. Our employees enjoy a more laid-back and enjoyable office environment (with snacks). Our team-building events, holiday parties, and social gatherings are the icing on the cake.

Join the Minga Movement!
Are you ready to embark on an exciting career journey with Minga? Apply now and become part of a team of professionals dedicated to creating positive change in K-12 education! If you aren't the ideal candidate, that's OK too! If you don't have the related experience we are looking for in some way but still think you'd be great, apply anyway and tell us why.