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Coordinator, Procurement and Contracting Services

The Ottawa International Airport Authority (Authority) is accepting applications for a Coordinator, Procurement and Contracting Services position.

Reporting to the Manager, Procurement and Contracting Services, the Coordinator, Procurement and Contracting Services will support the acquisition of products, services, and construction to meet operational requirements, ensuring adherence to the Authority Procurement Policy. This role involves collaborating with business units to gather requirements, competitively sourcing suppliers, and providing purchasing and contracting services. Responsibilities include the day-to-day administration of the purchase order system, RFx management, drafting templated contracts, and ensuring compliance documentation is received from suppliers. 

ESSENTIAL FUNCTIONS

  • Collaborate with business units to determine requirements, specifications, quantities, and evaluation criteria
  • Facilitate RFx process for Requests for Tender, Standing Offers, Proposals, Expressions of Interest, and Quotations
  • Prepare RFx advertisements for the Administration website and external bulletin boards
  • Prepare and gather RFx documentation, assign contract numbers, and distribute documents to bidders
  • Respond to bidder inquiries, log questions, obtain answers, and distribute responses
  • Maintain the RFx database and document filing system
  • Participate in site visits and RFx briefings, taking minutes as needed
  • Prepare and distribute routing documents, award, and non-award notices
  • Update contract templates, create new contracts, and submit to Legal Counsel for review
  • Coordinate bid and surety bonds
  • Assist departments with procurement activities in compliance with policies
  • Maintain purchase orders and contracts in financial system, ensuring accurate coding and compliance
  • Advise and troubleshoot purchase order and receipting issues
  • Maintain contract repository to ensure timely renewal or tendering of contracts
  • Maintain databases of Worker’s Compensation compliance and insurance requirements
  • Develop and maintain process and training documents
  • Action items in the Procurement Services mailbox
  • Ensure compliance with insurance, worker’s compensation benefits (WCB), and safety documentation during supplier onboarding
  • In conjunction with Manager, assess and recommend contract amendments
  • Review scope of work and selection criteria for completeness and relevance
  • Oversee the evaluation process and issue award recommendations
  • Negotiate options, pricing, and technical refinements with suppliers
  • Monitor, review, and report on procurement activities
  • Coordinate and maintain procurement platforms
  • Communicate policies, respond to questions, and resolve issues
  • Perform other duties as assigned
  • Assume all other duties and responsibilities inherent to the position

The successful candidate must be able to:

  • Interact professionally with internal clients and suppliers;
  • Work independently, prioritize tasks effectively, and maintain a high level of attention to detail;
  • Operate and perform basic administrative functions within the Authority’s procurement platforms; and
  • Proofread documents or reproduce information with minimal amounts of error and be able to work under pressure and within time constraints.

These abilities, combined with a professional and positive attitude, will ensure success in building positive working relationships in a team environment.

ESSENTIAL QUALIFICATIONS 

  • University degree or college diploma in Business Administration, Supply Chain Management, Finance, Public Administration, Economics, or a related field
  • Two (2) years of relevant experience
  • Experience in drafting and reviewing contracts
  • Excellent customer service and communication skills, both written and verbal
  • Experience working with contract documents and RFx processes
  • Strong analytical, critical thinking and high degree of attention to detail
  • Proficiency with Microsoft Office products
  • Strong problem-solving and negotiating skills
  • Excellent interpersonal skills and the ability to collaborate with cross-functional business partners to achieve results

ASSETS 

  • Bilingualism (English and French)
  • Previous experience using and administering SAP and electronic procurement sites
  • Previous experience in vendor management

ABOUT THE POSITION 

Salary

$77,016 to $87,048 per year in accordance with the current Collective Agreement (July 1, 2024 to June 30, 2028 rates) and based on a work week of 37.5 hours. 

Job requirements

  • Provide a driver’s abstract (issued within the last month)
  • Successfully obtain a security clearance check for an Airport Restricted Area Identity Card (RAIC)

To explore this opportunity, please send your resume to [email protected].

The Authority is committed to the principles of Employment Equity and to achieving a workforce that is representative of the diversity of the Canadian population. We strongly encourage candidates to self-identify if they are Indigenous peoples, persons with disabilities, or members of visible minorities.