Procurement Coordinator

Requisition ID: 100089

Job Category: Procurement

Location: Calgary, AB, Canada

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 70 years of business and technical expertise in mining, energy, and infrastructure, our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally.

Join our Project Delivery Group (PDG), a dynamic team of professionals passionately committed to world-class project delivery across the globe. With expertise in sustainable studies, asset building and operations, and industry-leading efficiencies, our best-in-class team leverages methodologies, governance and systems that are unparalleled in the engineering space. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

Hatch: We bring positive change for a better world through passionately committed people. We believe in innovative ideas executed exceptionally and safely!

The Team: We foster a culture where everyone contributes daily through leadership and entrepreneurial spirit. Our team is a close-knit family focused on collaboration and collective success. We are open and receptive to your new ideas.

The Role: In addition to your daily responsibilities, you will regularly collaborate with colleagues from diverse backgrounds. You’ll have the opportunity to work on large-scale international projects with multidisciplinary teams. Your contribution will positively impact our projects and organization. Please note this is a 12-month contract position.

Your Future Manager: A responsive and engaged leader, aware of new market realities and recruiting to build tomorrow’s team. He values each team member. Your career development and well-being will be central to discussions. Approachable and available, you are his priority!

The Location: Our offices, located in various cities across the region, have been specially designed to promote teamwork. Hatch recognizes the importance of social connection and regularly organizes activities that foster collaboration and team cohesion. The location offers a healthy and fulfilling work environment for your professional development!

Under supervision of the Project Procurement Manager, the Project Procurement Coordinator (PPC), is responsible for supporting the project procurement team by providing administrative and system support, and by coordinating the flow of the procurement documentation while ensuring the quality and integrity until publishing and archiving. In particular, PPC ensures the quality of documents by confirming that the right templates, numbering and attributes are used and that documents that need to be issued officially have been proofread.

Also, PPC acts as a liaison between engineering and procurement in coordination with document management team, which may also involve other functional groups and the client as well, to maximize efficiencies throughout the procurement lifecycle process by assisting the procurement team.

Responsible for assisting the Regional and Project Procurement Manager and its Discipline leads to set up the procurement procedures, templates, and systems at any FEL phases, to be customized on a project basis

• Setup access rights of project procurement member team into all Procurement Management Systems in coordination with the Document Control and the Corporate Systems supporting teams
• Handle the various administrative assistance requested by the Regional / Project Procurement Manager and/or its Discipline leads, as follows:
  • Create and maintain up to date all project procurement procedure and template library in Document Management System for use
  • Provide support and guidance to team members regarding appropriate templates to be used, document naming with metadata, etc. as minimum requirements for utilization
  • Proofread and format all documents such as report, letter, internal memo, etc. prior to issue for review, approval and/or release
  • Ensure and monitor on a continuous basis appropriate project procurement filing in the Document Management System, up to the project handover requirements
  • Support procurement member teams in appropriate utilization of Procurement Management Systems such as Document Management System, Materials Management System, Contract Administration System, and corporate supplier database

Pre-Award stage:

• Facilitate pre-award document flow from any project stakeholders through procurement for pre-award stage toward bidders via Document Management System on the Pre award Portal
• Ensure potential bidders are registered in the corporate suppliers’ database (need to liaise with Materials Management iPasMP system team)
• Proofread and format procurement documents and/or deliverables such as report, application for confidentiality agreement, request for prequalification, request for bid, etc.
• Initiate on behalf of Contracts or Purchasing, a review and/or approval workflow of various pre-award documents such as confidentiality agreement, bidders list, commercial bid document, commercial bid analysis, recommendation to award, etc. using Document Management System
• Initiate on behalf of Contracts or Purchasing, a release workflow for assembling of complete Package Bid document to be issued for Bid using Document Management System (Inquiry BCC feature)
• Update Procurement Registers on an ongoing basis
• Digitize duly filled out and signed Bid Opening Register, and distribute as per the Project Distribution Matrix
• Post bid submissions on the Document Management System and make them available to project team members by managing the access rights.

Bid analysis stage:

• Expedite and workflow the bid analysis and recommendation to award for approval
• Verify filing of approved documents on the Document Management System (with updated status)
• Prepare the archiving of pre-award deliverables.

Post Award phase

• Support procurement team with letters, reports and minutes of meetings

Qualifications and Experience

Essential

• Master official project language (grammar, proof reading, communication skills)
• Advanced Microsoft Word and Excel capabilities
• Advanced Document Management System (DocShare) and Materials Management system (iPasMP or SMAT) specific capabilities
• Excellent work organizational skills
• Able to cope with several simultaneous deliverables
• Systematic approach in expediting and completing deliverables
• Must be able to operate successfully in a team environment.

Preferred

• Sound understanding of the procurement process in an EPCM environment.
• Self-driven
• Advanced Microsoft PowerPoint capabilities
• Knowledge of ISO 9000 and ISO 19011

Why join us?

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you?

• Flexible work environment
• Long term career development
• Think globally, work locally

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, veteran, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.