Purchasing Coordinator

About the Opportunity

The Coordinator, Purchasing negotiates vendor pricing and sourcing for MNBC offices, Ministries, and Departments, as well as overseeing the procurement of products. Additionally, the Coordinator optimizes supply chain management, monitors and replenishes inventory levels, and facilitates the purchase order process by maintaining records, budget coding, and submission to the Finance department.

Duties and Responsibilities

• Processes Purchase Requisitions and creates Purchase Orders for various MNBC Ministries and departments.


• Ensures correct financial coding and appropriate approvals are included in each PO package.


• Negotiates pricing and sourcing details with vendors and purchase products for all MNBC offices, Ministries, and Departments.


• Submits completed EFT and VISA purchase order packages to the accounts payable team.


• Ensures appropriate vendor pricing is in effect, including discounts and rebates.


• Coordinates and monitor prioritized shipping and/or returns as needed.


• Communicates with staff about delays, price adjustments, and other changes for processed orders.


• Follows MNBC annual budgets for central service department purchases.


• Tracks Gift Card purchases and disbursements for each ministry and department.


• Orders and track MNBC swag for internal use in conjunction with the Communications department.


• Processes orders and maintain business tools inventory in conjunction with the IMIT department.


• Maintains consistent communication with front reception with regards to daily deliveries and office supply inventory and organization.


• Performs reception activities such as receiving visitors, answering, and redirecting telephone enquiries, taking telephone messages when necessary, and handling routine enquiries regarding MNBC’s programs and services


• Daily log of all incoming calls, mail, and shipments


• Assists in creation and preparation of technical documents


• Make recommendations to various Departments and Ministries on a regular basis on how to improve customer service standards


• Gathers and collates customer service standards reports from various Ministries


• Creates effective customer service procedures, policies, and standards.


• Develops customer satisfaction goals and coordinates for MNBC to meet them on a steady basis


• Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.


• Supports team by performing tasks related to organization, customer service, and strong communication.


• Completes operational requirements by completing administrative projects and expediting work results.


• Develops and implements recommendations for supply chain management optimization. 


• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.


• Supports MNBC’s purchase order process through record keeping, budget coding, and submission to Finance.


• Participates in committees and project teams as required.


• Undertakes related duties as assigned, consistent with the job grade of the position. 


• Other duties may be assigned as needed to ensure the efficient operation of MNBC.


• Regular/ occasional attendance at meetings/ events that may require work and travel outside of normal business hours.

Supervision Given

• None

Qualifications

• Diploma in Business Administration or a related field from a recognized, post-secondary institution.


• Minimum three (3) years of related work experience in a purchasing / supply chain environment.


• A combination of relevant experience, education, and training may be considered.


• Demonstrated outstanding interpersonal and communication skills with the ability to provide clear direction and make decisions independently.


• Demonstrated ability to effectively communicate both verbally and in writing.


• Proven ability to utilize, adapt and embrace new technologies, including Office 365 and other database/software required by the role.


• Coordinate work tasks in a high-volume and fast-paced environment.


• Proven ability to lead, problem solve and utilize team-building skills.


• Ensure confidentiality in all matters, as appropriate.


• Knowledge and/or awareness of the historical and contemporary contributions made by Métis people in B.C.


• Possession of, or the ability to obtain, a Class 5 driver’s licence may be required.


• The position may require the completion of a Criminal Record Check and Vulnerable Sector Check.