OVERALL PURPOSE:
Working under the direction of management prepares reviews, verifies procurement documents and issues change orders and amendments to contracts and various agreements including researching historical scope and contract documents. Conducts operational solicitations using BCRTC procurement process and documentation. Coordinates the processing of purchase requisitions and purchase orders, blanket orders, and contract purchase orders. Assists internal customers with scope of work development for solicitations facilitated by BCRTC or TransLink Strategic Sourcing. Ensures all contract documents including correspondence, technical information and legislated requirements are adhered to.
DUTIES & RESPONSIBILITIES:
Prepares procurement documents and issues solicitations under management direction for operational needs including:
Verifying contract information (i.e., dollar value, scope of work) and obtaining appropriate internal approvals where required,
Working with TransLink Strategic Sourcing wherever required for release of solicitation,
Compiling insurance, conflict of interest, Freedom of Information (FOI) and legislative requirements to be included in the contract,
Reviewing BCRTC’s contractual portion of the document for accuracy and completeness,
Notifying various parties of contract revisions such as supersessions and pricing changes,
Modifying technical operational specifications and statements of work from the operational business groups to conform to BCRTC’s standards. Identifying and notifying about any omissions or errors to the operational business groups,
Addressing unique product/service issues by researching historical contract documents to confirm past/best practices,
Advising operational business groups on BCRTC procurement policies and procedures,
Preparing evaluation spreadsheet to be used in the evaluation of solicitations facilitated by BCRTC.
Processes purchase requisitions and purchase orders by:
Reviewing requisitions for completeness and accuracy of details (i.e., prices, taxes, delivery, account codes and appropriate signing authorities),
Coordinating purchase orders from requisition information for signature, clarifying details with originators,
Entering details of purchase orders issued and any subsequent amendments (i.e., vendor additions or updates) into the automated purchasing information system,
Preparing requisitions required by BCRTC Procurement Department,
Tracking all requisitions sent to TransLink Strategic Sourcing Department.
Prepares all documentation and issues change orders or amendments for additions/deletion/changes to existing contracts by:
Ensuring appropriate requisition authority has been obtained by the requesting department,
Ensuring the scope of work change is consistent with the contract scope of work,
Completing all documentation and issuing the revised agreement with the scope of work change,
Ensuring proper signatories for change orders/amendment documents,
Advising customers/vendors about PO releases based off contacts and associated amendments.
Maintains inventory contracts, blanket orders, and purchase orders in EAM by continuously updating supersession, price changes, additions and any other changes that happen throughout the contact term.
Releases statement of work and purchase orders for goods and services for BCRTC and TransLink originated contracts.
Provides information to vendors and sales representatives regarding contract purchase orders, invoices, payments, and accounting issues.
Maintains vendor KPI’s and ensures contract compliance.
Updates supplier/vendor master data as required in the ERP system.
Performs related duties as assigned, such being items of a minor nature which do not affect the value of the job.
