Procurement Coordinator

Job Description

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Procurement Coordinator is responsible for the timely purchase of material and services in accordance with established policies and procedures. This position is also responsible for the processing of all customs related matters arising from the transporting of goods in and out of Canada. This position provides procurement expertise and coordinates the full range of procurement processes including competitive procurement projects. The Procurement Coordinator maintains continual interaction with internal clients, and the supply base, including internal department personnel, participants, faculty, vendors, transport companies and customs brokers. The building of relationships with vendors in order optimize services and deliverables to Banff Centre is an essential accountability.

Roles and Responsibilities

Reporting to the Manager, Procurement and Supply Management, below are some key accountabilities:

Day to day procurement (30%)

– Process approved purchase requests. Monitor policies and procedures related to compliance. Administer requests using established best practice including: research and buying; checking for accuracy and completeness of specifications; obtaining price quotes; assessing customs charges; identifying the appropriate vendor; selecting the best source of transportation; and placing the purchase order
– Onboard new vendors, maintain vendor records and address vendor inquiries.
– Communicate purchasing procedures and guidelines to other Banff Centre departments. Provide training to users as needed.
– Coordinate and optimize policies and programs designed to maximize the buying power of Banff Centre funds dedicated to the acquisition of goods, services and materials. Escalate non-compliance to Manager.
– Develop and maintain strong relationships with external suppliers and Banff Centre department personnel.
– Follow-up on outstanding orders to ensure the timely receipt of goods and services. Ensure adequate coordination between Procurement and Receiving and the requesting department in order to expedite and follow up on backordered items. Communicate with the vendor to confirm shipment details of the order. Resolve issues as needed.
– Provide daily instruction to the Receiver where required with regard to the receipt of goods.
– Resolve any problems with goods received that are not matching order specifications or not priced as quoted. Work closely with the Finance department in resolving discrepancies between purchase orders and vendor invoices. File claims for damaged or lost merchandise. Maintain accurate and complete records.
– Administer disposing of Banff Centre unwanted goods (equipment, furniture etc.), through re-purposing, selling, donating, recycling and garbage disposal as appropriate.

Supply Chain (15%)

– Maintain an inventory of Banff Centre branded stationery and merchandise. Order stock, fulfill internal requests, maintain accurate counts.
– Assist and advise departments, faculty, and clients on all international shipments. Create relevant paperwork as needed.

Procurement Services (50%)

– Maintain up-to-date awareness of trends and current industry practices in the procurement field.
– Provide expertise and technical guidance to advise and guide internal clients on procurement strategies, policies and processes, including recommending competitive processes where needed e.g., Request for Information (RFI), Request for Quote (RFQ), Request for Proposal (RFP) Request for X (RFx), etc.
– Coordinate the full range of procurement processes including facilitating or leading the assessment of business needs and requirements; identifying risks and initiating or recommending appropriate actions to avoid or mitigate risks at all phases.
– Lead RFx processes
– Determine the process to be utilized depending on the type of procurement; develop Request for Information (RFI), Request for Quote (RFQ) and Request for Proposal (RFP) to solicit information from suppliers in order to initiate a competitive bid process.
– Evaluate vendor proposals including an in-depth cost-price analysis. Recommend team composition for evaluation ensuring appropriate consultation and involvement of the purchase sponsor and representation of key stakeholders.
– Conduct initial review of proposed contract terms and identify issues or concerns for further follow up. Consult as appropriate with Manager and any other parties necessary to identify and document options for approach. Where appropriate, conduct negotiation of standard agreements and escalate those that are more complex to Manager.
– Draft and administer standard contracts and service level agreements. Escalate those that are more complex to Manager. Interpret contract provisions and identify areas for follow up ensuring compliance once agreement is in place.
– Maintain long-term business relationships with key suppliers. Monitor vendor performance, dispute resolution and any breach of terms and conditions. Recommend follow up actions such as renewals or termination to Manager.

Other (5%)

– Other related duties as assigned, including providing back up support to the Finance and Physical Facilities teams as required.