COORDINATOR CONTRACT ADMINISTRATION & DIVISIONAL PURCHASE ORDERS

Job summary

The coordinator manages procurement activities, including issuing solicitations and processing divisional purchase orders in compliance with city policies. They also oversee contract administration, maintain supplier documentation, and support financial forecasting and spend analysis.

Job details

Job ID: 66119 Job Category: Finance, Accounting & Purchasing Division & Section: Corporate Real Estate Management, Business Management Work Location: Metro Hall, 55 John St, Toronto, ON M5V 0C4 (hybrid) Job Type & Duration: Full-time, Temporary Vacancy (12 months) Hourly Rate and Wage Grade: $42.28 - $46.31 Shift Information: 35 hours per week, Monday to Friday Affiliation: L79 Full-time Number of Positions Open: 1 Posting Period: 14-SEP-2026 to 28-SEP-2026 Job Summary: To support Facilities Management and perform required procurement activities utilizing various solicitation methods. To perform the administrative requirements necessary to maintain Corporate Real Estate Management supplier contracts and ensure they are current and compliant. To support the processing and administration of non-competitive procurements and divisional purchase orders.Major Responsibilities: Creates, coordinates and completes assigned sourcing events and associated activities. Issues Requests for Quotations, Requests for Proposals, Requests for Information, Requests for Expressions of Interest or Tenders with Purchasing & Materials Management Division. Develops the work package and specifications that define the goods or services to be procured and the procurement strategy in collaboration with the Purchasing & Materials Management Division Strategic Sourcing team. Processes and coordinates non-competitive procurements, divisional purchase orders and related procurement documentation in accordance with the City’s Purchasing By-law, policies and procedures. Utilizes the City’s automated purchasing systems and processes purchasing requirements, including divisional purchase orders, departmental purchase orders, contract release orders, purchase requisitions and goods receipts, and updates and retrieves purchasing information. Liaises with internal stakeholders, including Purchasing & Materials Management Division, Legal Services, Accounting and Finance, City divisions and agencies, and various sections within Corporate Real Estate Management. Engages and confers with external stakeholders, including suppliers, proponents and prospective proponents. Performs market sounding and category reviews, as necessary, to develop the work package and specifications for the goods or services to be procured. Administers contract transition activities, as needed, to onboard and off-board suppliers and contracts. Tracks, files and maintains contract documents for operational, legal and audit purposes. Prepares correspondence, reports and procurement documents. Performs contract administration, as needed, and maintains contract compliance. Prepares new contract packages and renewals and administers the contract execution and renewal process. Maintains data in various systems, dashboards and information repositories. Reviews existing contract management and purchasing processes, identifies opportunities for improvement, and supports the development and implementation of process improvements, as required. Supports contract forecasting and spend analysis by compiling, reviewing and reporting purchasing, financial and contract data to assist with planning and decision-making. Key Qualifications Your application must describe your qualifications as they relate to: Post-secondary education in a related field or an equivalent combination of education and experience. Considerable experience using Microsoft Office Suite, including Word and Excel spreadsheets and formulas. Considerable experience providing contract administration support, including processing progress reports, vendor invoices and payments, reconciling invoices, and tracking payments related to Requests for Proposals, Requests for Quotations and tenders. Experience using the purchasing module of enterprise resource planning systems, such as SAP ECC, SAP S/4HANA and SAP Ariba Buying & Invoicing, and/or project management systems. Experience supporting contract awards and the preparation or execution of contract agreements. You Must Also Have: Advanced knowledge of public procurement guidelines and requirements and experience performing public procurement sourcing initiatives. Knowledge of the City’s Purchasing By-law, policies and procedures, specifically Chapters 195 and 71. Working knowledge of contract administration and contract terms. Knowledge of non-competitive procurement and divisional purchase order processes. Ability to draft well-written and grammatically correct reports and communicate effectively at all organizational levels. Ability to work with internal stakeholders to identify, correlate and draft requirements for goods and services to be procured. Ability to work independently, as required. Ability to plan, prioritize and organize assignments and work with minimal supervision. Ability to work as part of a team. Highly developed interpersonal and conflict-resolution skills. Excellent analytical, problem-solving and negotiating skills. Excellent attention to detail, with the ability to review procurement, purchasing, financial and contract documentation for accuracy, completeness and compliance. Ability to compile, analyze and interpret purchasing and contract data to support forecasting, spend analysis and operational decision-making. Ability to identify process gaps and support the development and implementation of practical process improvements. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces. The Following Are Assets: A Certified Public Purchasing Officer or Certified Professional Public Buyer designation. Knowledge of SharePoint and Power BI. Strong knowledge of SAP Ariba modules or functionality beyond Buying & Invoicing. Familiarity with using electronic signature platforms, such as Adobe Acrobat Sign (Adobe Sign) and DocuSign. NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.Equity, Diversity and Inclusion The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.AccommodationThe City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

What you’ll do

The coordinator manages procurement activities, including issuing solicitations and processing divisional purchase orders in compliance with city policies. They also oversee contract administration, maintain supplier documentation, and support financial forecasting and spend analysis.

Requirements

Candidates must have post-secondary education and significant experience in contract administration and public procurement. Proficiency in Microsoft Office and enterprise resource planning systems like SAP is required, along with strong analytical and communication skills.

Listed skills

• SAP · Preferred
• Problem solving · Preferred
• Data analysis · Preferred
• Negotiation · Preferred
• Reporting · Preferred
• Financial analysis · Preferred
• Project management · Preferred
• Microsoft Office Suite · Preferred
• Stakeholder Management · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Contract administration
• Procurement
• Purchasing
• SAP
• Microsoft Office Suite
• Financial analysis
• Contract compliance
• Vendor management
• Data analysis
• Reporting
• Negotiation
• Problem-solving
• Project management
• Public procurement
• Stakeholder management
• Request For Quotation (RFQ)
• Invoice Reconciliation
• Team Processes
• DocuSign (Software)
• SAP S/4HANA
• Frontline Decision-Making Autonomy
• SAP Ariba
• Procurement Strategy
• Planning
• Contract Compliance
• Accounting
• Auditing
• Dashboard
• Management
• Certified Professional Public Buyer
• Certified Public Purchasing Officer
• Decision Making
• Communication
• Conflict Resolution
• Contract Management
• Enterprise Resource Planning
• Finance
• Electronic Signatures
• Property Management
• Facility Management
• Forecasting
• Invoicing
• Problem Solving
• Materials Management
• Project Management
• Microsoft Office
• SAP ERP
• Power BI
• Renewal Theory
• Request For Proposal

Job areas

• Finance & Accounting
• Government & Public Sector
• Administrative
• Management & Leadership
• Purchase Order Coordinator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents