Purchasing Coordinator

Job Summary

Under the overall direction of the Purchasing Manager, Student Housing and Community Services (SHCS), the Purchasing Coordinator provides overall support in the management of purchasing contracts, supplier/product sourcing, purchasing records, ongoing reporting, and Optimum Control database.

Organizational Status:

The Purchasing Coordinator provides procurement support for SHCS divisions and business units and reports directly to the Purchasing Manager, SHCS. Works closely with all levels of SHCS management and employees, and establishes and maintains close working relationships with administration, management, staff, UBC community, students and suppliers.

Work Performed:

Provides overall support to the SHCS Purchasing team.

Processes purchase requisitions and creates Purchase Orders for various departments under SHCS portfolio for both Vancouver and Okanagan campuses.

Maintains and updates contracts and blanket purchase orders issued for various SHCS departments.

Maintains and updates purchasing statistics including list of contracts, supplier database, velocities, and blanket purchase orders.

Renews all blanket purchase orders with input from Purchasing Manager at fiscal year-end.

Collects and maintains velocity reports of all items purchased under contract on a monthly, quarterly, and annual basis.

Updates and maintains product list & pricing ordered by Food Services units in Optimum Control.

Reviews and approves invoices issued with SHCS POs in Workday.

Reconciles P-card transactions by assigning the correct cost center, spend category code, and tax requirements in Workday.

Manages rebate program and maintains up to date records.

Collaborates with SHCS Facilities & Food Services managers on planning, acquisition, and delivery of service contracts; monitors service schedules and supplier performance.

Researches and selects vendors for goods and services according to reliability, price, quality, delivery options, terms and conditions, and sustainability initiatives.

Works with suppliers to solve delivery, quality, or other service problems.

Interviews sales/manufacturer’s representatives regarding price, quality, new products and availability of goods.

Negotiate terms, specifications and delivery, establishing order quantities and creating purchase orders within University policy.

Collects, maintains, and analyze reports to help managers make more accurate, data-driven decisions.

Monitors and coordinates administrative processes, such as, returns process, appropriate pricing is in effect, vendor rebates are applied and claimed in a timely manner and vendor price protection plans are implemented.

Monitors vendor relationships to ensure appropriate service, terms, and pricing.

Attends industry related trade shows.

Maintains inventory of cash register tapes for units, uniforms, and printer toner cartridges for office. Provides annual inventory report for finance.

Orders and maintains stock of coffee/tea in main office.

Orders and maintains photocopy paper and office supplies for main office

Assists and supports various sustainability programs for department.

Supports Staff Appreciation Events.

Recommends new and revised procedures, as necessary.

Works on special projects as assigned.

Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.

Operates a variety of office equipment such as a computer (excel, database, word processing) and copier.

Consequence of Error/Impact of Decisions:

Work in close conjunctions with Purchasing Manager and Purchasing team. Decisions may financially influence SHCS. Makes buying related decisions within established University policies and guidelines.

Supervision Received:

Works closely with Purchasing Manager and Purchasing team. Receives direction from both Purchasing Manager and Purchasing team while assisting with projects. Performs some work independently.

Supervision Given:

May provide training and direction to positions in a lower classification and student hires.

Minimum Qualifications :

High school graduation plus training in office procedures and practices and a minimum four years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications:

Completion of post-secondary education in the computer-related field equivalent to the diploma level and a minimum four years of related or an equivalent combination of education and experience.

Public procurement experience considered an asset. Ability to communicate effectively both verbally and in writing. Ability to understand and apply policies, procedures, and instructions. Ability to maintain accuracy and attention to detail. Computer experience to advanced level with spreadsheet and database software; and to intermediate excel, word processing, email, and presentation software required. Experience with Workday and/or Optimum Control is considered an asset. Demonstrated ability to work with multiple priorities; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods. Excellent customer service skills and customer focused approach to work.

Procurement Experience/Skills:
Good knowledge of general procurement principles and applications. Experience and knowledge of University policies and procedures in procurement preferred. Experience with public procurement an asset.