Job Summary:

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Manager, Facilities Management Procurement, this position is responsible for purchasing a variety of supplies and services for the BC Lower Mainland Health Authorities and Providence Health Care, while ensuring compliance with public sector procurement guidelines and relevant legislation, including the Capital Asset Management Framework, NWPTA, Canadian Free Trade Agreement, and Facilities Management Procurement Policy.

The role supports procurement operations by reviewing requisitions, liaising with suppliers, issuing purchase orders, maintaining procurement records, and supporting competitive bidding processes. The position also assists in coordinating contract documentation and resolving procurement-related issues. This role requires familiarity with construction procurement practices and the use of multiple ERP and electronic bidding systems, including YARDI, SharePoint, PeopleSoft, BC Bid, Bonfire, and BidsandTenders.

Duties/Accountabilities:

1. Reviews requisitions and maintenance requests, consulting with user departments/programs regarding requirements for acquiring supplies and services, including specifications, quality, costs, and delivery dates.

2. Assesses purchasing requirements, develops and maintains sources of supply, selects suppliers, negotiates prices and delivery schedules, and prepares appropriate construction and service contracts.

3. Prepares input into Facilities Procurement computer system and issues purchase orders. Authorizes all purchase orders and contracts as per signing authority and procurement policy.

4. Contacts suppliers for information such as price, delivery dates, quality, suitability, and taxes; selects suppliers, negotiates pricing and terms, places orders electronically, and maintains related files and records.

5. Supports procurement workflows by entering and reconciling purchasing data across ERP systems and electronic bidding platforms to ensure efficient purchasing and contract management processes.

6. Monitors compliance with contractual terms and conditions and carries out follow-up activities, such as monitoring delivery dates, resolving shipping problems, and expediting late deliveries by responding to inquiries and complaints, investigating order discrepancies, making price adjustments, and arranging for credit, return or exchange as appropriate; mediates disputes that may arise between parties.

7. Coordinates and supports the preparation, and administration of competitive bidding processes (e.g., Request for Pre-Qualification (RFPQ), Request for Proposal (RFP), Invitation to Tender (ITT)) in collaboration with Project Managers, Directors, and user departments. Assists in collecting documentation and supporting contract negotiations under the guidance of Procurement Consultants or Managers.

8. Provides orientation and guidance to user departments on procurement processes to support understanding and compliance with contract procedures. Additionally, oversees maintenance and support for BCEHS projects, coordinating the development of system documentation and security measures.

9. Supports post-project contractor reviews by gathering feedback and documentation on contractor performance for review by project leads and Procurement Consultants.

10. Liaises with users to provide direction and advice on procurement strategies, addresses competitive project needs, and facilitates discussions on future requirements.

11. Provides guidance to staff and user departments on appropriate procurement methods in accordance with policy and project requirements, including advising on direct awards, informal quotes, or competitive bidding processes.

12. Develops procedures to enhance workflow efficiencies across all phases of competitive contract performance, conducting needs analyses and collaborating with key groups.

13. Participates in continuous quality improvement activities by reviewing procurement data, testing for accuracy and reasonableness, and flagging and correcting anomalies to Procurement Consultants and managers for further review and action..

14. Maintains procurement records, including contract files, product standards, source directories, tender files, and supplier performance history, using various computerized systems.

15. Participates in department meetings and committees, organizing meetings, distributing notices and agendas, recording and distributing minutes, and other related activities.

16. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

Grade twelve (12), supplemented by recognized purchasing courses plus five (5) years' recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.