Coordinator, Procurement - Toronto - Miller Thomson LLP

Description

Overview

As a recognized national business law firm, we support, grow, and impact our communities through our work. We help entrepreneurs, companies, and professionals shape and build the Canadian economy.

When you start a career with Miller Thomson, you join a firm that puts its people first. We provide the opportunity to influence the course of your career, community, and workplace with the support and backing of a national organization. While teamwork and collaboration are hallmarks of our culture, we accept and encourage individuality. You can expect a friendly, safe, and supportive environment where your colleagues will rally around to help you succeed.

Find the spark that will propel your career to new heights. Apply today to join a firm that is dedicated to you.

We are seeking a Coordinator, Procurement - IT to join our team in the Toronto office.

The IT Procurement Coordinator provides comprehensive administrative and financial support to the Information Technology Department within the firm, ensuring effective coordination of procurement, and budget-related activities.

The ideal candidate demonstrates exceptional organizational skills, strong financial and analytical acumen, and an understanding of technology procurement within a professional services or legal environment. Attention to detail, initiative, and flexibility are key to success in this role, along with a proactive, service-oriented approach to supporting firm operations.

Responsibilities

Administrative Duties

• Responsible for IT procurement (processing invoices and negotiated deals) while adhering to firm finance and procurement policies.
• Prepare and manage purchase orders for software and hardware acquisitions, maintaining detailed records and purchase notes for reference and audit purposes.
• Maintain up-to-date departmental resources, including the IT emergency contact list, vendor contact list, and organizational charts.
• Updating/maintaining contacts in interaction; and vendor contact list.
• Maintain up to date organization chart for IT department and make changes as required.
• Attend and facilitate procurement related meetings and take minutes and distribute as required.
• Collect monthly hardware reports from each office location ensure all office locations are equipped with sufficient hardware to fulfill request; and move hardware amongst offices as needed.

Administrative Accounting Support

• Provides financial coordination and ensures accuracy, accountability, and transparency in IT financial activities.
• Review, verify, and process IT-related purchase orders and invoices, ensuring proper coding to general ledger accounts and timely approvals.
• Oversee monthly reconciliation of the IT departmental credit card, confirming that all transactions are authorized and appropriately documented.
• Analyze monthly Shared Services Income Statements in collaboration with Accounting, preparing variance summaries (actuals vs. budget) for CTO and management review.
• Review monthly general ledger detail reports to validate accuracy and identify potential discrepancies or unauthorized charges.
• Coordinate submission and tracking of IT and firm member expense reimbursements, ensuring compliance with firm expense policies.
• Liaise with Accounting to coordinate wire transfers and cheque requests for vendor payments.
• Maintain and update the IT budget tracking spreadsheet for hardware, software, and service expenses to support forecasting and next-year budget planning.

Communication Services

• Partner with vendors and the Accounting department to ensure timely payment of invoices and proper documentation of payment details.
• Develop and maintain positive relationships with external vendors, fostering collaboration and ensuring responsive service delivery.

Management of Workflow

• Exercises sound judgment and independence in organizing and prioritizing tasks across multiple concurrent objectives.
• Manage workload to meet critical deadlines, maintain accurate documentation, and ensure continuity in departmental operations.
• Adapt to shifting business needs and exercise discretion in escalating urgent matters appropriately.

Records and Document Management

• Maintains accurate, organized, and easily retrievable records across all IT operational areas.
• File and manage software and hardware agreements, vendor contracts, leases, correspondence, and meeting summaries in accordance with firm records management policies.

Other

• Perform additional administrative and financial coordination tasks as required to support the IT Department and firm initiatives.

What you\'ll bring

• A University/College degree or equivalent work experience in finance or procurement.
• Minimum of 1 year experience working in a law firm environment and/or procurement/purchasing related role.
• Proven analytical skills and demonstration of sound judgment.
• Strong organizational skills and attention to detail with the ability to prioritize multiple demands.
• Strong knowledge of procurement practices and invoice management.
• Ability to work independently, follow instructions with minimal supervision and take initiative.
• Willingness to learn and contribute to a team.
• Strong verbal communication and listening skills.
• Diplomacy, discretion and a team-oriented, flexible approach.
• Ability to work across multiple time zones.
• Strong computer skills and proficiency with MS Word, Excel, PowerPoint and Outlook. Knowledge of Lotus Notes Visio, and Document Management System is an asset.
• Proven ability to work in a team environment.
• Ability to thrive in a fast-paced and dynamic work environment.
• Proven ability to organize, prioritize, multi-task, drive tasks to completion and change priorities with minimal supervision.

What we offer

We believe in the importance of a Total Compensation package, ensuring our mix of salary, benefits, and perks are competitive within the market as well as a work-life balance. We offer:

• A comprehensive Benefits package that includes Health, Dental and Vision Care, Employee Assistance Program, Life Insurance, Short Term and Long Term Disability Insurance, 3+ Weeks' Vacation and 10 Personal Days;
• A Diverse and Inclusive Workplace;
• Flexible working options;
• Maternity Leave Top-up;
• A Firm matching Group Retirement Savings plan;
• An individual TFSA with low fund management fees and competitive investment options;
• Employee Assistance Program to support you and your family;
• A wellness spending account to foster employee well-being;
• Professional Development opportunities;
• Employee appreciation events;
• Charitable giving programs.

Compensation:

We offer a market-leading total rewards package with the expected range of the annual salary to be between $62,084 to $77,606.

The final salary is influenced by the location of the incumbent and may fluctuate based on the qualifications, skills, and market considerations, ensuring alignment with internal and external pay equity standards.

Who we are

Miller Thomson LLP is one of Canada's fastest-growing national business law firms, with ten offices across the country. Our consistent ability to provide practical, creative and cost-effective advice, combined with an unyielding service commitment to our clients and a strong dedication to our lawyers, staff and the communities in which we practice, gives us a unique position in the Canadian legal industry.

Miller Thomson LLP is an equal-opportunity employer and is committed to equity, diversity, inclusion, and accessibility.

This is an existing vacancy, replacing a previously filled position.

While we thank all applicants for their interest, due to the high volume of applications we receive, we are unable to respond to queries individually, and only those selected for an interview will be contacted.

No phone calls or agencies, please.

Miller Thomson will provide accommodation on request throughout the recruitment, selection and assessment process for applicants with disabilities. If you require accommodation, please inform our Talent department of the nature of the accommodation that you may require, to ensure your equal participation.