22036 - Procurement and Facilities Coordinator

Essential Responsibilities

Procurement:

• Coordinate and maintain information and documentation for the tendering process, including ongoing coordination with the Provincial Public Tenders office
• Maintain all NSLC tender documents in accordance with Public Procurement policy and established audit control guidelines; ensuring completeness and accuracy
• Coordinate with external vendors, NSLC Business Units and the general public concerning NSLC's tendering process, answering related inquiries and providing direction on how to proceed with any tender award disputes or complaints
• Maintain security and monetary deposits from construction bidders per policy guidelines
• Assist in the preparation of accurate, complete and timely tender support documents
• Coordinate and maintain communication for tender renewals to Business Units
• Maintain the NSLC contract file for all tender awards and resulting original legal agreements
• Supports ongoing budget monitoring and monthly variance reporting
• Coordinate and maintain all aspects of the NSLC's records management program
• Coordinate the NSLC's non-retail Managed Inventory programs, such as office supplies, through SAP and processes the monthly electronic invoice payment for the online programs
• Maintain Sharepoint A6 workflows and PO creation in alignment with policy authority thresholds

Facilities:

• Coordinate all service calls for work within the NSLC's service contracts, such as those provided for lighting, grounds, fire safety, preventative dock/door inspections, plumbing, HVAC, and all utility-related services, across all NSLC facilities in conjunction with the SEC, identified through C2
• Coordinate all procurement, contract administration, payments and quality assurance as they relate to service contracts
• Monitor contract amounts for all service contracts, track for trending and reporting purposes; provide first line correction for any trending variances
• Assist in the preparation of the annual budget and monthly variances for all service contracts
• Coordinate, prioritize, monitor and close all contractor assignments for all service contracts, maintenance, repair work and communicate work with stakeholders (stores/head office)
• Ensure all invoices are consistent with work done in relation to contract requirements with appropriate coding/verification of invoice payment; follow up any payment inquiry or contract item dispute

Secondary Responsibilities

• Prepare monthly inventory and tendering reports using SAP
• Provide support and coverage for Procurement & Facilities in his/her absence
• Assist in researching supplies and products for the Corporation as well as tendering, evaluation and selection of vendors
• Maintain the manual specific to the role and assist the Manager in maintaining the Procurement & Tendering Policy & Procedures manual
• Verify and process warranty administration for service and repair charges of assets
• Coordinate and maintain the mobile phone air package, new user setup and maintenance
• Provide support and coverage for recording employee time and attendance within Network Development, Procurement and Facilities, ensuring accuracy and timeliness
• Coordinate all maintenance and repair work (not limited to service contract work) across the province as coverage for Business Unit
• Maintain and update the Network Development, Procurement & Facilities information on Swizzle
• Demonstrates commitment to Social Responsibility, our Values and Health & Safety
• Perform other related duties as assigned