Procurement & Contracts Coordinator at cove in Dartmouth, Nova Scotia

Job description

• As part of the Corporate Services team, the Coordinator contributes to efficient, compliant and service focused procurement practices that support operational needs, financial accountability, vendor relationships and organizational objectives.

Responsibilities

• Reporting to the Manager, Procurement & Contracts, the Coordinator provides day-to-day administration, coordination and tracking support for COVE’s procurement and contract management activities. The position helps ensure that procurement requests, purchase orders, vendor documentation, contract records and related approval processes are organized, accurate and completed on time. Working closely with Finance, internal departments and external vendors, the Coordinator supports the procurement cycle, including requisitions, purchase orders, verification of receipt, invoice issue resolution, documentation follow up and contract life cycle tracking. The Coordinator maintains accurate vendor, procurement, and contract records, supports reporting and identifies matters requiring follow-up or process improvement.
• Create, review, and process purchase orders from approved requisitions and contracts, ensuring accuracy, completeness, and compliance with procurement requirements.
• Track and monitor purchase order and contract approvals, proactively following up with internal stakeholders to support timely completion and documentation.
• Verify the receipt of goods and services, update purchase order records and support reconciliation and payment processing.
• Prepare and provide regular updates on purchase order activity, including outstanding approvals, open commitments, completed orders, and items requiring follow-up or escalation to support payment processing and reporting.
• Provide vendor onboarding support and maintenance, including collecting required documentation, and supporting accurate vendor records with Finance.
• Liaise with vendors, Finance, and internal departments to resolve invoice discrepancies, obtain documentation, communicate status updates, and respond to procurement inquiries.
• Maintain the contract database by entering, updating, and organizing contract records, key dates, supporting documents, and related procurement information for easy retrieval and reporting.
• Support the systems and processes for contract lifecycle tracking, renewal notifications, and monitoring, ensuring a seamless contract management experience for all stakeholders.
• Review and process alternate procurement justifications, ensuring submissions are complete, properly documented, and consistent with applicable procurement policies and approval requirements.
• Track procurement metrics and activity data to support reporting, identify trends, monitor workload, and contribute to continuous improvement of procurement processes.
• Support procurement-related projects and initiatives, including coordinating information, tracking deliverables, assisting with documentation, and helping ensure project activities are completed in alignment with procurement timelines, policies, and stakeholder requirements.
• Serve as a primary point of contact for procurement related inquiries, maintaining professional and timely communication with internal staff.
• Ensure compliance with COVE’s policies and procedures, including human resources, safety, and operational standards.
• Take on additional responsibilities as required to support the success and growth of COVE’s programs and strategic initiatives.

Requirements

• Proficiency with Microsoft Office, including advanced skills in PowerPoint, Excel, and Word
• Excellent written, verbal, presentation, and facilitation skills.
• Strong communication and interpersonal skills, with the ability to clearly share information, follow up on requests, and build effective working relationships with vendors, internal teams, and cross-functional stakeholders.
• Ability to identify documentation gaps, financial inconsistencies, contractual deadlines, and potential compliance concerns and escalate them appropriately.
• Outstanding organizational skills and attention to detail, with the ability to manage multiple projects and priorities simultaneously.
• Ability to support process improvements that help increase efficiency and improve day-to-day operations.
• Ability to meet deadlines under pressure while maintaining a positive attitude.
• Familiarity with relevant regulations, compliance requirements, and industry best practices related to procurement processes.

Skills

Required

• Written communication
• Verbal communication
• Presentation skills
• Facilitation skills
• Interpersonal skills
• Organizational skills
• Attention to detail
• Time management
• Problem-solving

Benefits

• Opportunity to learn and make an impact by working for a dynamic, growing company on meaningful projects that find solutions to real-life problems.
• Comprehensive paid time off including vacation, personal sick time, and additional days for family illness or medical appointments.
• Hybrid work model with flexibility to work remotely 1 day/week.
• Team wide bonding activities and casual work environment.
• Tech focused office location, convenient via transit and bike paths.
• Employee wellbeing including full medical & dental benefits and a health spending account.
• Group RRSP matching program & Income Insurance Plans.
• Maternity & parental leave top-up allowance.
• Learning and growth opportunities.
• Employee referral program.
• Competitive salary.