Coordinator, Procurement & Vendor Contracts - Remote 12 Month Contract -

OVERVIEW

Reporting to Manager, Procurement & Vendor Management, the Coordinator, Procurement & Vendor Contracts will support the acquisition of goods and services that meet the quantity and quality required by Circular Materials (CM).

RESPONSIBILITIES

Procurement:

Review departmental requests for goods and services and support selection of the appropriate procurement method in accordance with the Procurement Policy and the Financial Management and Controls Policy.

Support departments by gathering and providing market information to assist with tactical and strategic planning.

Assist in drafting technical specifications and terms/conditions for the acquisition of goods and services, with input from senior management and subject matter experts.

Coordinate the preparation of procurement documents for review by senior management and subject matter experts.

Support the implementation and execution of procurement processes, including:

Assisting with ensuring processes adhere to the Procurement Policy, Financial Management and Controls Policy, and the process set out in each procurement document.

Coordinating communication with the Fairness Monitor throughout the procurement process.

Maintaining and updating lists of bidders.

Supporting the issuance of procurement documents.

Receiving vendor questions and coordinating responses with the appropriate internal stakeholders.

Preparing and issuing addenda as required.

Receiving, timestamping, and securing submissions in accordance with established procedures.

Coordinating the opening of submissions in the presence of senior management.

Supporting the evaluation process by organizing submissions and ensuring evaluation materials are complete and aligned with the evaluation criteria set out in procurement documents.

Supporting senior management and/or an Evaluation Committee during evaluation and selection of successful respondents.

Assisting with contract negotiation processes, including preparing documentation and tracking key issues for review.

Supporting contract execution activities, including preparing documents for signature and ensuring completion of required steps.

Maintaining comprehensive procurement documentation and records for audit and reporting purposes.

Liaise with the line manager throughout the procurement cycle to support forecasting and budgeting activities.

Contract Management

Support the administration, maintenance, and optimization of CM’s Contract Lifecycle Management (CLM) tool, ensuring accurate data entry and alignment with business processes.

Track CM’s contractual obligations and maintain organized records to support compliance.

Monitor contractor obligations under awarded contracts and escalate potential compliance issues to the line manager.

Review contractor reports and documentation for completeness and alignment with contractual requirements, flagging discrepancies as needed.

Support monitoring of contractor performance and document any issues for review by the line manager.

Coordinate routine contract adjustments in accordance with the protocols set out in each contract, including:

Addition or removal of sources in Residence/Facility Statements of Work.

Addition or removal of depots in Depot Statements of Work.

Addition or removal of public space locations in Public Space Statements of Work.

Increase or decrease of tonnes in post-collection Statements of Work.

Assist in preparing and tracking notices, change orders, and change directives in accordance with contractual protocols.

Support the administration of liquidated damages processes, including documentation and tracking.

Assist in coordinating the development and tracking of contractor improvement plans, where required.

Monitor price adjustment schedules (including CPI and fuel adjustments) and prepare supporting documentation for review and approval.

Track contract expiry dates and prepare extension documentation for review by the line manager.

Maintain organized and up-to-date contract files to support audit, reporting, and internal compliance requirements.

QUALIFICATIONS

Education

Degree in Business Administration, Finance, Logistics or Supply Management.

Certified Purchasing Professional (CPP) or Certified Supply Chain Professional (CSCP) is an asset.

Knowledge/Competencies/Skills

Communication: Strong verbal and written communication skills, with the ability to clearly document information, coordinate with internal stakeholders, and respond to vendor inquiries in a professional manner.

Project Coordination: Ability to organize tasks, manage timelines, and support procurement and contract activities to ensure milestones and deliverables are met.

Negotiation Support: Foundational understanding of CM’s objectives, risks, and pricing considerations to support senior management during negotiation processes.

Problem-Solving: Strong attention to detail with the ability to identify issues, gather relevant information, and escalate matters appropriately.

Technical Proficiency: Proficient in MS Word, MS Excel, and Adobe Acrobat, with the ability to prepare and maintain procurement and contract documentation accurately.

Contract Administration Tools: Experience using DocuSign and other electronic signature or contract management systems to support document execution and record-keeping.

WORKING CONDITIONS

Covering the core hours of operation, 9:00 AM to 3:00 PM ET, this is a Full-Time Remote position, working forty (40) hours per week.

Extra or flexible hours may be required on occasion.

PAY TRANSPARENCY

Expected Compensation: 

An annual base salary in the range of $50,000     to $70,000

The salary range listed complies with the Ontario Employment Standards Act and reflects a potential base salary range for this role.  The actual salary offered will be determined within the range, and will depend on factors, such as the candidate’s unique qualifications, relevant experience, work location and expected contributions.   

Job Vacancy Reason 

This position is a new role.

Artificial Intelligence 

AI is not used during our hiring processes.  

Applicant and Interviewee Communication 

We thank all applicants for their interest. However, only those under consideration will be contacted. 

Applicants who have been interviewed will be informed whether a hiring decision has been made within 45 days of their final interview. 

Record Retention  

Job posting records and associated application forms will be retained for at least three years.  

ABOUT CIRCULAR MATERIALS

Circular Materials is a national not-for-profit producer responsibility organization (PRO) that supports producers in meeting their extended producer responsibility (EPR) obligations across Canada. Created by producers for producers, Circular Materials develops, implements, and supports effective and efficient recycling programs to advance innovation, deliver improved environmental outcomes and drive value across the recycling supply chain. Our full-service offerings include collection, management, promotion and education, and reporting.  

Together, we are advancing the circular economy where materials are collected, recycled, and can be returned to producers for use as recycled content in new products and packaging. As we develop enhanced recycling systems across Canada, we work to ensure more materials are looped into the circular economy, benefiting both people and the environment.  

Learn more at circularmaterials.ca.  

Circular Materials is an equal opportunity employer, seeking team members with a diversity of thought, skills, experiences, culture, and ethnicity to help us achieve our purpose of accelerating a circular economy for people and the planet. As a national organization operating across Canada, our goal is to build a workforce that reflects the diversity of the many provinces and territories where we do business.  

Our inclusive hiring practices aim to foster a culture where all employees feel a strong sense of belonging. We are proud of our recent diversity survey results which showed that:  

51% of Circular Materials employees identify as women. 

53% of Circular Materials employees identify as visible minorities. 

97% of employees believe Circular Materials fosters a strong sense of belonging for employees of all backgrounds.  

95% of employees recommend Circular Materials as an inclusive workplace.   

We welcome applications from candidates of all backgrounds, including women, Indigenous Peoples (First Nations, Inuit, and Métis), persons with disabilities, racialized individuals, and members of the 2SLGBTQIA+ community.  As part of our commitment to reconciliation, Circular Materials is working to advance Indigenous representation and partnerships within our organization and across our programs.  We acknowledge that Circular Materials operates on the traditional territories of diverse Indigenous Nations, and we recognize the importance of respecting Indigenous rights, governance, and contributions in the workplace and beyond. 

Circular Materials supports reasonable requests for accommodation in accordance with all applicable provincial accessibility standards. Requests for accommodation will be provided by Circular Materials through the recruitment and/or assessment processes, upon contacting [email protected]. This email is only used for accommodation requests.