Procurement Document Coordinator
Full-Time
Join Us in Supporting People, Strengthening Community
At Community Care Durham (CCD), coordinated networks of volunteers and inter-professional staff, working out of integrated community hubs and other locations, strive to enrich the well-being and quality of life for people wherever they choose to call home. As the largest community support services agency in Durham Region, CCD collaborates with its partners and the broader community to address community issues and support local citizens to achieve their goals to live independently.
Why Join CCD?
At CCD we offer purposeful work, as every role contributes to supporting people and strengthening communities in a supportive environment where compassion drives everything we do.
Reporting to the Manager, Procurement and Contracts, the Procurement Document Coordinator provides administrative, documentation, and operational support to the Procurement & Contracts team. This role ensures procurement and contract activities are organized, efficient, and compliant with Ontario’s Broader Public Sector procurement requirements.
Working in a fast-paced environment with shifting priorities, the Coordinator supports the team by coordinating processes, managing documentation, and completing routine procurement transactions. The role requires flexibility, attention to detail, and a strong commitment to teamwork to support timely, accurate, and compliant outcomes.
Responsibilities include but not limited to:
- Provides administrative and operational support to the Procurement and Contracts team;
- Works closely with Procurement and Contract Manager and Specialists to support changing priorities and workload demands;
- Anticipates team needs and contributes to an efficient, collaborative, and service-oriented environment;
- Uses approved Needs Assessments to populate and structure Request for Anything (RFX) templates and outlines to initiate document development;
- Provides formatting, editing, and quality control of procurement documents;
- Compiles and organizes templates, standard clauses, and supporting materials;
- Coordinates routine vendor communications, including follow-ups for documentation, invoices, onboarding, review requirements, and especially during RFX processes;
- Coordinates document reviews, approvals, and record management across procurement and contract activities;
- Maintains and updates procurement templates to align with current processes and observed practices;
- Proactively identifies and escalates gaps, inconsistencies, and opportunities to improve documentation quality and accuracy;
- Processes routine, low-risk procurement transactions in financial systems (e.g., Intacct), including invoice entry, supporting documentation, and preparation for payment review, under the supervision of the Procurement & Contracts team;
- Updates procurement and contract management systems, including contract setup and tracking logs;
- Identify and escalate discrepancies, missing information, or non-compliant items;
- Acts as liaison between Procurement department and internal departments to support coordination and information flow Coordinate document collection, stakeholder input, and review meetings Support routine ordering activities using established processes and approval structures
- Other duties as assigned to support the Procurement & Contracts department
Qualifications required:
- Post-secondary education in Business Administration, Finance Administration, Public Administration or a related field
- Experience supporting procurement, financial, or administrative coordination processes is an asset
- Ability to review documents to identify key information and perform basic compliance checks is required
- Exposure to Ontario's Broader Public Sector procurement policies is an asset
- Ability to review and organize information, identify missing or inconsistent details, and support the preparation of clear and complete documentation.
- Knowledge of Plain Language principles is an asset
- Advanced skills in Microsoft Office (Word, Excel, etc.) with experience producing technical documents
- Excellent written and verbal communication skills
- Strong organizational and time management skills, with the ability to work under tight deadlines
- Ability to build rapport and work effectively with diverse stakeholders at all levels
- Commitment to professional development and continuous improvement
- Sensitivity to the needs of the vulnerable population with disabilities, including challenges in cognition
- Clear Police Check completed within the past 6 months.
- Must work in a safe manner and promote the health and safety of all staff, volunteers, clients and the community as outlined within CCD policies
Compensation and Benefits: $50,000 annually;
- Three (3) weeks’ vacation per year of work (pro-rated to hours worked);
- Six (6) paid sick days per year of work (pro-rated to hours worked);
- Nine (9) paid (including stat) holidays;
- Three (3) float days (when eligible);
- Health, dental, life insurance, and pension benefits when eligible.
Work Location: Whitby Hub located at 20 Sunray St., Whitby, ON
*Subject to change, CCD staff may be required to work anywhere throughout the Durham Region
Hours of Work: 8:30am – 4:30pm Monday through Friday (35 hours/per week)
*Subject to change
Vacancy Status: This posting is for an existing vacancy
Please apply in writing referencing posting #2026-35 outlining qualifications and experience by 4:00pm on
Friday July 3rd, 2026, to
Human Capital, Community Care Durham email: [email protected]
Pay: $50,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
Work Location: In person
