Procurement Coordinator

Reporting to the Manager, Procurement & Contracts , the Procurement Coordinator is responsible for supporting the growing portfolio, aiding in the standardization of the vendor management and contract support for all Amica Senior Lifestyles operating residences. This includes maintaining vendor relationships and escalations by residence, vendor reviews, and contract lifecycle coordination. This position is a great opportunity for a Team Member who is passionate about vendor engagement and developing processes, has a strong background and proven performance in upholding and developing standards, and enjoys collaborating with other operation stakeholders.

Principal Duties and Responsibilities

Vendor Management & Contract Administration

Track contract milestones, vendor requirements, service commitments, and outstanding actions, escalating risks or issues to the appropriate Team Members when needed.

Prepare vendor and contract reports, dashboards, status updates, and other business documentation while ensuring the accuracy and integrity of data.

Vendor Relationship & Operational Support

Support day-to-day communication with vendors and internal stakeholders, including coordinating meetings, maintaining action logs, and following up on open items.

Assist with vendor performance reviews, issue tracking, service inquiries, and the collection of information required to support business and operational needs.

Work closely with operations, and other stakeholders to help resolve vendor and contract-related questions in a timely and professional manner.

Contract, Compliance & Process Support

Develop knowledge of contract lifecycle management, vendor governance and procurement policies.

Support sourcing initiatives, vendor evaluations, contract implementations, compliance reviews, renewal planning, and other procurement or strategic projects.

Identify opportunities to improve vendor and contract processes, documentation, reporting, and system workflows while supporting procurement program objectives.

Perform a procurement function for any contract renewals, reviews, negotiations along with RFP rollout (where applicable).

Support the Operations team on vendor escalations, and work along side consultants and vendors to support any issues that arise

Perform and track vendor business reviews and facilitate surveys to retain input from on site staff

Monitor online escalation portal, to provide response and updates on any issues with regarding procurement and contracts.

Establish reporting on vendor performance to date, work with IT to provide Power BI dashboarding (as needed).

Required Qualifications

College diploma or university degree in Business Administration, Supply Chain Management, Procurement, Commerce, Legal Administration, or a related field.

2-3 years of experience in vendor management, contract administration, procurement, supply chain, business administration, or a related business environment.

Experience supporting contract lifecycle activities, vendor onboarding, supplier management, procurement processes, or contract documentation is preferred.

Proficiency in Microsoft 365, particularly Excel, Word, PowerPoint, Outlook, Teams, and SharePoint; experience with ContractSafe, or other business applications is an asset.

Preferred/Nice-to-Have Qualifications

Experience in similar industry (e.g., senior living, healthcare, real estate, hospitality)

Skills and Competencies

Strong analytical and problem-solving skills with excellent attention to detail and a working knowledge of contract and vendor management practices.

Excellent written and verbal communication skills, with the ability to build effective working relationships with vendors and internal stakeholders.

Demonstrated ability to learn new technologies and processes, take initiative, and work effectively both independently and as part of a collaborative team.

Strong verbal and written, communication skills.

High degree of professionalism, accountability, integrity, and sound judgment when handling confidential business information.

Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.

Working Conditions

Primarily office-based role

Operates in a dynamic, fast-paced environment requiring adaptability, responsiveness, and sound decision-making under pressure.

What you can expect from us

A diverse and inclusive environment where individual differences are celebrated, and you’re encouraged to be your best self

Collaborative environment where we work together to succeed as a team

Learning and development opportunities to help you grow

Comprehensive benefit package including RRSP matching

Office is centrally located in the financial district, on the PATH and the TTC subway line, and provides easy access to downtown amenities

Some travel required (< 5%)

Hybrid work model, in office 3 times a week

At Amica Senior Lifestyles we are passionate about working together in a supportive and inclusive environment that fosters innovation and turns ideas into action. We remain committed to creating workplaces that reflect the communities in which we operate. We are actively seeking applicants from all religions and ethnicities, LGBTQ2s+, Black, Indigenous, racialized people, and persons with disabilities and encourage people from all backgrounds to apply for our positions.

Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

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