Procurement Administrative Assistant

Job Description


Job Description

Procurement Administrative Assistant

On behalf of our client, Procom is currently seeking a Procurement Administrative Assistant to assist with coordinating the flow of contracts and procurement transactions to support the operations of the client’s Procurement Services team. The Administrative Assistant will assist with the client’s corporate contract administration process by ensuring contracts are drafted, reviewed, and tracked per the client’s best practices. The Administrative Assistant will also provide procurement process support (e.g. completing administrative tasks for ITTs, RFPs and RFQs), coordinating contractor onboarding/offboarding and other ad-hoc requests related to the client’s procurement and contract lifecycle.

Administrative Assistant Job Duties:

  • Maintains and updates contract records, status logs, and tracking systems throughout the contract life cycle
  • Coordinates contract execution with internal clients and external vendors
  • Generates contract renewal reports and issues monthly renewal notifications to businesspersons
  • Monitors, triages, and actions requests sent to the shared contracts mailbox
  • Helps maintain all electronic and hard copy records held by the procurement team (contracts, RFPs, etc.) in an organized and secure manner
  • Assists with contract worker onboarding and offboarding
  • Ensures integrity of contractor data through regular audit/reports
  • Provides coordination support of the Request for Proposal, Invitation to Tender and/or Request for Quote processes including advertising of contracts and awards; editing and distributing tender documents, compiling bidding documents, issuing amendments drafting debrief summaries and assisting with scheduling.
  • Provides general administrative services including document preparation, formatting, scanning, and printing; data entry; creating and updating charts/diagrams/PowerPoint presentations; and ad hoc administrative requests

Procurement Administrative Assistant Mandatory Skills:

  • Minimum two years’ experience in a public and/or private-sector environment supplemented by some college/post-secondary level training
  • Proven ability to work with high attention to detail (i.e.: to read complex contracts to ensure adherence to internal policies)
  • Proven ability to communicate effectively, both verbally and in writing with internal and external clients – a client service approach to communication
  • Proven willingness to be flexible, adaptable and demonstrate the ability to work independently to manage a diverse and rapidly evolving workload and work effectively as a team member
  • Demonstrated proficiency using various computer applications such as Microsoft Office software programs (Work, Excel and PowerPoint are key) and Adobe Acrobat

Procurement Administrative Assistant Desired Skills:

  • Knowledge of SharePoint or similar resource management system
  • Experience or exposure to procurement processes, contract law and government trade agreements
  • Certification or training courses through an accredited procurement society

Procurement Administrative Assistant Assignment Length

6-month contract with extensions available

Procurement Administrative Assistant Start Date

February 22nd, 2021

Procurement Administrative Assistant Assignment Location

Downtown Victoria (remote during restrictions)


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