Acquisition Coordinator – Supplies & Services

Job title: Acquisition Coordinator – Supplies & Services

Company: University of Alberta

Job description: DescriptionThis position is a part of the Non-Academic Staff Association (NASA).This position has a term length of 2 years with the possibility of extension, and offers a .Location – This role is in-person at North Campus, Edmonton.Working at the University of AlbertaThe University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.Your work will have a meaningful influence on a fascinating cross-section of people – from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. .Working for the Trades Infrastructure & MaintenanceTrades Infrastructure & Maintenance (“TIM” within University Services, Operations & Finance) is responsible for the maintenance of building infrastructure assets across the University’s main and other campuses. The University’s building portfolio consists of a diverse collection of commercial buildings that are supported by a wide range of mechanical and electrical base building systems of all ages. Our purpose is to support the research, teaching, mission, and vision of the University through excellent maintenance planning, maintenance execution, and stewardship of resources.Position SummaryThe Acquisitions Coordinator, Supplies & Services is responsible for sourcing and general administration, on behalf of TIM, for all small, medium, and large routine to complex supply and service contracts and purchase orders in accordance with internal university procurement established policies and procedures. This position assists daily contract and purchase order acquisition tasks as assigned, but not limited to, bidder prequalification, maintaining prequalified bidder lists, execution of detailed bid solicitation packages, supplier negotiations prior to award, administration of the day to day supply and service obligations after award, and managing and minimizing any change management of all the service and supply type contracts and purchase orders.DutiesAcquisition Planning and Coordination

• Represent TIM in the creation and management of preferred supplier agreements, commodity supply arrangements, and contract acquisition plans aligned with public procurement guidelines.
• Manage and track purchase orders, contract deliverables, and bid evaluations while maintaining a registry of contracts and preferred bidders.
• Collaborate with TIM trades and cross-functional teams to finalize scopes, ensure budget alignment, respond to supplier inquiries, and oversee change management.
• Process orders in Supplynet and authorize milestone payments.
• Assemble, verify, and track all documentation required for contractor bidding, maintaining a registry of invitations to tender by project or work order.

Acquisition Reporting and Data Compiling

• Prepare and present formal award request packages, including bid tabulations, for contract execution through PCM.
• Contribute to contractor evaluations with the Regulatory Operational Compliance Lead and provide feedback to PCM for record-keeping.
• Report annually on contractor hiring equity and provide statistics on awarded material supply.

Miscellaneous Acquisition Activities

• Participate in safety investigations related to contractor breaches and ensure compliance with evolving industry practices in contractor and inventory management.
• Lead the development and renewal of supplier and contractor maintenance agreements, including related business process flows.
• Identify and implement process improvements while proactively engaging new suppliers and contractors through outreach and networking.
• Upload and maintain operational documents in the CMMS system to support accurate and accessible records.

Minimum Qualifications

• Certificate or degree in a related business program
• An equivalent combination of education and experience will be considered
• 3 years’ proven experience in material and contract acquisition, administration, supplier performance management, and public procurement in a regulated multi-trade construction environment.
• Strong knowledge of contract administration, supplier qualification and auditing, with a solid understanding of multi-trade construction and public procurement in regulated environments.
• Strong communication, negotiation, and reporting skills, with the ability to lead meetings, write proposals, and resolve contract-related issues effectively.
• Proficient in process improvement methodologies, project coordination, and using job-related digital tools, including Google Suite.
• Demonstrated ability to work collaboratively in multi-disciplined, cross-functional teams with strong organizational, analytical, and problem-solving skills.

Preferred Qualifications

• Proven ability to identify, initiate and realize improvement initiatives to completion with a low to moderate level of guidance.
• Sound decision-making capability with emphasis on accountability and responsibility

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms-physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of inclusivity and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes ayant une orientation sexuelle ou une identité et une expression sexospécifique; et tous ceux qui peuvent contribuer à la diversification des idées et à l’université à postuler.Note: This opportunity will be available until midnight August 15, 2025, Edmonton, Alberta local time.

Expected salary: $62831.16 – 85336.08 per year

Location: Edmonton, AB

Job date: Wed, 30 Jul 2025 05:43:31 GMT

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