Contracting & Procurement Coordinator

The Contracting & Procurement Coordinator (Term) is responsible for the day-to-day administration of the purchase order system, RFx management and procurement contracts. RFx includes Request for Tender, Standing Offer, Proposal, Expressions of Interest and Quotation

Responsibilities

RFx

• RFx includes Request For Tender, Standing Offer, Proposal, Expressions of Interest and Quotations.

• Work with internal clients to determine specifications, quantities of materials and services, and to establish evaluation criteria

• Work with both internal staff and with marketplace to develop requirements and specifications

• Work with internal clients to advise on appropriate RFx methodology

• Prepare RFx advertisements for placement in the newspaper, posting on the HIAA website, and posting to external Tender Bulletin Boards.

• Prepare and gather documentation for all RFx and assign contract numbers

• Submit RFx documents to Corporate Legal Counsel for review prior to issue

• Compile and distributes RFx packages

• Distribute RFx documents to prospective bidders in a consistent manner, including issuing of Addenda

• Post RFx documents to HIAA's web page and external tender posting sites as applicable

• Maintain lists of bidders/proponents for each RFx call, recording company name, address, phone number, fax number, e-mail address and contact person

• Respond to calls from prospective bidders, log questions, obtain answers and distribute answers to bidders

• Maintain database of RFxs and closing dates

• Participate in site visits and RFx briefings and take minutes when required

• Manage the RFx response receiving process

• In the absence of the Manager, Procurement, conduct RFx openings and record the required information in the RFx register

• Distribute RFx results to internal clients, record conflict of interest declarations.

• Prepare correspondence, including routing documents and award and non-award notices, for distribution.

Contracts

• Update contract templates or create new contract documents in accordance with the terms proposed in the RFx

• Prepare and/or receive duly authorized and coded requisitions as part of the payables process

• prepare, assemble and bind the contracts

• Submit contracts to Legal Counsel's office for review prior to execution

• Manage bid bonds and surety bonds

• Prepare correspondence related to contract and RFx processes for Manager's signature and facilitate distribution

• Prepare and manage hard copy distribution of contracts and other legal documents

• Prepare check lists regarding receipt of bonding and insurance for Manager's signature

• Route documents to authorized individuals for signature. Follow up as required

• Upon execution, scan and distribute copies, maintaining originals in Contracting & Procurement

• Manage bring forward and follow up dates for associated contract documentation

Supply Management

• Advise internal clients on the best supply chain management practices, in compliance with the Contracting & Procurement Policy and the Authorization Policy

• Assist other departments in procurement and supply management as needed, including identifying opportunities for standing offer

• Prepare Purchase Orders in Oracle, ensure purchase orders are coded properly when input into the financial system

• Work with internal clients to determine specifications and quantities of materials and services and coordinate delivery based on the requirement

• Investigate sources of materials and services, and obtain best value pricing

• Establish new Vendors, including set up in Oracle

• Complete credit applications where required by new Vendors

• Maintain the Purchase Order and Credit Log databases

• Maintain the Contracting & Procurement presence on the corporate SharePoint site

• Advise and troubleshoot purchase order and receipting issues for Departmental Buyers

OCASSIONAL DUTIES:

• Maintain BF system to ensure departments are reminded of expiry dates of service contracts well in advance to ensure they are renewed or tendered on a timely basis

• Oversee maintenance of the filing system for all purchase orders, contracts and service agreements

Qualifications

• Post secondary education in Business

• Training in Supply chain principles

• Other applicable education

• Three (3) years of experience in Supply Chain Management

• Experience working with contract documents and RFx processes

• Experience working with MS Office and Access

• Knowledge of sound supply chain management principles and their application

• Ability to interpret and apply HIAA policies and procedures

• Knowledge of MS Office, Adobe PDF and computer based financial systems

• Familiarity with Construction Association of Nova Scotia (CANS) contract forms and documents

ABOUT HIAA:

At Halifax International Airport Authority, we are dedicated to building strong, vibrant communities through our commitment to connecting people and goods to the world. Our vision is to be Canada's best gateway airport, and our values drive everything we do. As a member of our team, you'll be part of a dynamic and dedicated community of professionals, working together to make a positive impact on the world around us. We prioritize the health, safety, and security of our people and passengers, and make decisions based on integrity and a sense of humanity. We are committed to sustainability, service excellence, and collaboration, and strive to go above and beyond in everything we do.

At HIAA, you will enjoy being part of an evolving global industry, with all the comforts that come from being one of just over 200 employees. Employee engagement matters at HIAA -- in the last three years, an average of 91% of our employees said they would recommend HIAA as an employer.

Safety first: We go above and beyond to ensure a safe and healthy workplace for all our employees, providing comprehensive training, proper safety equipment, and a culture of collaboration and support. With us, you can trust that your well-being is always our top concern.

Caring supervisors and teammates: You'll join a team of supportive and caring individuals who are always ready to help each other succeed. Our supervisors and coworkers are invested in your professional and personal growth, and will work with you to provide guidance, support, and encouragement and professional development. With us, you'll always feel supported, personally and professionally.

Part of a larger community: You'll be part of a vibrant and dedicated community of professionals working together with one purpose: to safely and efficiently manage, operate and promote the region's largest airport. Whether you're a customer service representative, an electrician, or a member of our management team, you'll play a crucial role on our team and as part of the Halifax Stanfield community. With us, you'll be part of something bigger.

Flexible work options: We believe in the importance of work-life balance. That's why we offer flexible work options, including remote work opportunities, to help our employees manage their time and responsibilities more effectively. With us, you'll have the flexibility to work in ways that best suit your needs and lifestyle, allowing you to achieve a better balance between your career and your personal life.

Competitive compensation and benefits: We believe in rewarding our employees for their hard work and dedication. That's why we offer competitive compensation and a comprehensive benefits package to support the physical, emotional, and financial well-being of our team. With us, you'll have access to industry-leading pay and benefits, including health insurance, a registered pension plan retirement savings plans, and wellness programs, to help you thrive both personally and professionally. This position also qualifies for commuting allowance and free parking. Our current pay range is $38.38 - $41.65 per hour based on a 37.5 hour work week.

If this position interests you and your qualifications and experience match please apply in confidence.

HIAA believes in equitable opportunities for everyone

We encourage women, Indigenous persons, persons with disabilities and racially visible persons to apply and self-identify.

To self-identify, please click here and complete the survey.