PROCUREMENT COORDINATOR

Job# : 3012925

Job Description :

Project Description :

The Capital Facilities Projects, IMIT Solutions Group in the Digital Patient and Provider Experience (DPPE) division at Fraser Health (FH) provides an established and experienced team. It leads and supports the IMIT related planning, architecture, design, construction, configuration, systems & technology procurement, builder adherence to enterprise IMIT standards, and move-in on large capital facility projects for Royal Columbian Hospital (RCH), Burnaby Hospital (BH) and a new hospital in Surrey (NSH). It ensures all aspects in IMIT’s scope aligns and enables achieving Fraser Health evolving Digital Health transformation agenda at and proceeding the building opening

Services Required :

This Statement of Work (SOW) provides services to the central Capital Facility Projects, IMIT Solutions management team supporting each of the capital projects.

FHA IMIT is seeking a candidate with experience working with public sector procurement process, and contract management to fulfill the role of a Procurement Coordinator .

The successful candidate will work as a key member of the IMIT Facilities Redevelopment to support the vendor and contract management across contract lifecycles, from requests, authoring, compliance monitoring, audit reporting and renewals. This role plays a pivotal role in supporting the IMIT Facilities Redevelopment.

The successful candidateworking with various groups in FHA, PHSA-TS, PHSA Procurement, provides expert procurement consulting services to support and implement the IMIT Facilities Redevelopment Project.

Scope of services :

• Intake : Work with various project team members ( such as project managers / leaders) to intake contract requests and identify the appropriate requirements in order to ensure appropriate documents, forms, templates are completed.
• Authoring : working closely with the project team members to support the development of the appropriate contracts (ie. purchase requisitions), RFPs, statement of works, etc. to ensure the templates reflect the requirements, as well as, QA to ensure alignment with key procurement and sourcing criteria.
• Approval, negotiations and execution : pro-actively working to obtain approvals from the appropriate signatories, to progress the SOWs, purchase requisitions, RFPs, etc. through the procurement gates. Leading and supporting the project team members to support the execution of the contracts including overseeing the administrative process from procure-to-pay.
• Contract Management & Amendments : pro-actively monitoring, reviewing and maintaining contract management to ensure vendor consulting services continuity being met and preventing gaps in vendor consulting services. This includes working towards any amendments including advising on the best course of action.
• Contract Renewal and Off-boarding :  Working closely with project team members to ensure renewals and off-boarding are anticipated and flagged in advance to ensure lead time to manage any amendments and / or renewal negotiations.
• Vendor identification, qualification and registry :  support the identification and qualification of vendors per established PHSA Procurement & IMIT Facilities Redevelopment processes.
• Vendor review and selection : working closely with project team members to support the review and selection process.
• Vendor Onboarding & Off-boarding : work closely with project team members to onboard vendors. The procurement specialist will be supporting activities associated with onboarding like network login accounts, Photo IDs, timekeeping, monthly reconciliation, contractual obligations, etc.
• This role will also oversee other administrative requirements through IMIT Facilities Redevelopment.
• This role is expected to provide expert consulting advice related to improving our current business process related to procurement.
• Investigate opportunities to streamline our workflow between redevelopment, finance, & procurement.
• Train and Mentor other staff for procurement related tasks such as noted above (ie. Intake, authoring and contract management and renewals).
• Supervise and manage priority tasks with other team members to ensure completion in a timely manner.
• Provide ad-hoc subject matter expertise to other related and aligned FHA capital initiatives as requested by the Executive Director, Capital Facility Projects, IM / IT Solutions.

It will be variable full-time engagement for 24 months up to a maximum of 3900 hours for two positions, (procurement coordinator-PC1) & (procurement coordinator-PC2).

Specific Qualifications or Experience Required :

Mandatory :

Preferable :

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Apex Benefits Overview :   Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses / books / seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Apex team member can provide.