Procurement Administrative Assistant (Contract)

Key Responsibilities

Statement of Work (SOW) Process:

Review statements of work for new projects or service engagements.

Ensure SOWs clearly define deliverables, timelines, and responsibilities.

Obtain necessary approvals and signatures using digital tools (e.g., Adobe Sign).

Maintain SOW documentation for audit and compliance purposes.

Document Signing & Contract Management:

Review quotes, contracts, renewals and facilitate document signing processes using digital tools (e.g., Adobe Sign).

Maintain accurate records of signed agreements and related documentation.

Purchase Requisition Management:

Generate and manage purchase requisitions from internal departments.

Obtain necessary approvals.

Purchase Order Creation:

Generate and manage purchase orders in accordance with approved requisitions.

Send purchase orders to vendor

Track order status and ensure timely delivery of goods/services.

Invoice Processing:

Review and validate supplier invoices for accuracy and compliance.

Coordinate with Finance to ensure timely payment and resolve discrepancies.

Contract Renewals & Compliance:

Monitor contract expiration dates and initiate renewal processes.

Ensure compliance with contractual terms and company policies.

Education and Experience

A post-secondary diploma and 3-5 years of administrative experience, or an equivalent combination of education and experience.

Knowledge, Skills & Abilities

Strong understanding of procurement processes and financial controls.

Proficiency in procurement software and digital signing tools (Adobe Acrobat, Adobe Sign, Suti Procure preferred).

Ability to analyze quotes and negotiate effectively.

Superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills.

Ability to multi-task under pressure with a high degree of accuracy and attention to detail.

Strong oral and written communication skills, including the ability to edit and proofread documents.

Advanced PC skills, particularly with Microsoft Office applications (Outlook, Word, Excel, PowerPoint), and experience with virtual meeting applications (Microsoft Teams and Zoom).