Procurement Assistant - Mississauga, Canada - City of Mississauga

City of Mississauga

Verified Company

Mississauga, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Req ID: 25123

Vacancy Type:
Permanent

Number of Positions: 1

Closing Date: 05/29/2024

Job Summary:

Provide support to the buying teams in the pre-bid, bid and post bid stages as well as administering major processes such as contract execution process and vendor name change process.

Duties and Responsibilities:

Bid Request Preparation and Publishing

Provide support to the buyers in preparing bid requests and finalizing project requirements in the bid opportunities website (bids&tenders)
Ensure bid submission requirements in the bid opportunities website align with the bid request documents
Coordinate bidding window information between Buyers, Contract Managers and Plan Takers (bidders)

Contract Execution Management (Post-Bid Process)

Issue notices of procurement results, fill in standard template agreements, prepare all the required documents and issue notices of contract award to the successful bidders
Ensure bidder submittals (insurance, WSIB, digital bonds, etc.) are accurate and in accordance with contract and legal requirements and follow up with bidders to expedite necessary documentation
Sets up signature fields and signature workflow in DocuSign eSignature
Works with Accounts Payable to set up new vendors in SAP, obtaining required forms from vendors
Create Purchase Orders (PO) and PO Authorization Distribution

Vendor Administration

Administer vendor name change process and maintain updated log of vendor name change requests on a regular basis
Procurement Records Management
Close out electronic files in accordance with procedures and ensure proper naming convention when organizing procurement files/folders and closing contracts
Maintain / release sureties in accordance with procedures

General Support

Provide administrative support to Realty Services, managing phone line and service requests
Provide backup support to CBS Administrative Coordinator
Order office supplies, provide support to buyers as requested, including setting up meetings, WebEx or teleconference calls
Update databases for citywide contracts and process expenses in SAP Concur as required

Skills and Qualifications:

Postsecondary education and a minimum of 3 years relevant experience, or equivalent combination of education and experience
Advanced MS Office Skills
Knowledge of SAP and Concur
Planning, organizational, interpersonal, time management, verbal and written communication skills
General knowledge of public purchasing processes

Hourly Rate/Salary:
$ 51, $ 69,067.00

Hours of Work: 35

Work Location:
Civic Centre

Department/Division/Section:
CPS/Corporate Services Dept, CPS/Corporate Business Services Division, Procurement Services

Non-Union/Union:
Non Union

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve.

Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City's commitment to Equity, Diversity and Inclusion.

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.