Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives

Come work as a Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives with Vancouver Coastal Health (VCH)!

Reporting to the Manager of Contracts and Optimization, Facilities, Real Estate and Regional Strategic Development Initiatives, at Vancouver Coastal Health (VCH), the Contracts Coordinator is responsible for overseeing and optimizing contract management, procurement processes and specific projects across the organization. The Contract Coordinator works closely with VCH operations supervisors, managers, directors, financial planning and operations, and various VCH team members, contractors/consultants and external agencies/vendors promoting consistency in management practices in obtaining the best value and excellence in our contracted services and projects. The Contracts Coordinator works with the Manager of Contracts and Optimization and independently to communicate with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships, as well as Facilities contract management.

This work is aligned with VCH’s people-centred values and focused on advancing Indigenous Cultural Safety, anti-racism, equity, diversity, and inclusion.

As a Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives with Vancouver Coastal Health you will

• Coordinate annual follow up for purchase orders, costing, contract renewals, costing for financial statements.
• Provides administrative support for the respective project(s) and their key stakeholders as required, including meeting coordination, timekeeping, budget reporting and facility move coordination.
• Assist with locating contract documents that have been sent out for signature or making small edits in the contract record;
• Ensures compliance with contract terms and conditions and resolves or refers billing/invoicing, insurance and financial reporting issues;
• Assists in the development and maintenance of a Contract Registry system by assuming the lead role in ensuring contract files are current and accurate for the routing, tracking and filing of service provider contracts;
• Update CMD with financial, procurement and contract information as and when required during the year.
• Act as an initial point of contact for regional contracts and support managers with the creation of their contracts;
• Verify service provider compliance with insurance, WorkSafeBC and criminal record check requirements;
• Registers contracts annually by filling out appropriate documentation, ensuring information is accurate, and sending it to the appropriate area.
• Ensure data integrity for the CMD;
• Ensures Contact Database integrity by maintaining current inventory of service provider and agency contact information. Conducts mail out of service provider notices, funding letters and other correspondence as needed;
• Coordinate and track all contracts throughout the signatory process and undertake follow up activities;
• Responds to ad hoc requests for information and analysis by researching and gathering information required, manipulating database fields, preparing spreadsheets, tables, charts, graphs, reports and presentations as required to summarize information;
• Coordinate contract compliance processes and activities;
• Conduct data analysis by utilizing a variety of data manipulation and management techniques and conducts statistical and financial analysis by compiling information, analyzing and interpreting the data and reporting on the findings.
• Assemble contracts upon receipt of information from contract advisors or others including reviewing and compiling contract schedules;
• Provide contract coordination on a day to day basis updating the Contract Management Database (CMD), tracking contracts, procurement, specific projects working closely with VCH Facilities, Real Estate & Regional Strategic Development Initiatives staff departments and other departments including Provincial Health Services and Construction Procurement
• Ensure on an ongoing basis contract records are maintained as fully as possible liaising with contract owners regarding details;
• Secondary support and administration on various aspects of the CMD and Construction Projects;
• Perform other related duties as assigned.
• Identify issues and opportunities for further developing support for regional contracts; Provides a range of key administrative support and coordination to the Manager supporting activities during the contract lifecycle;
• Provide day to day administrative management of contracts, procurement and specific construction projects as required.
• Undertake an audit of current contract records and clean up records as far as possible;
• Update the CMD with new contracts, amendments and service provider contact information;
• Identify areas of improvement;
• Coordinate regional contracts in conjunction with Facilities Management team support;
• Triage information received and ensure emails/telephone calls are responded to and/or forwarded to Manager of Contracts & Optimization in a timely manner
• Support development and delivery of education and training;
• Carry out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying supervisor or other appropriate personnel.
• Maintains files for a variety of data, correspondence and other documents forwarded to departments by performing duties such as creating new files, establishing bring forward systems and filing material as appropriate;
• Maintain and update service provider information and undertake annual requests for new information.
• Identify areas for improvement to current processes;

Education & Experience

• Experience in contract management, procurement, project management, technical services, facility operations, data analytics and database applications is an asset.
• Minimum of three (3) years’ recent, related business, technical and financial experience in a public, not-for-profit or large private organization.
• Bachelor’s degree or Diploma in Business Administration or related field or an equivalent combination of education, training and experience.

Knowledge & Abilities

• Demonstrated analytical and problem solving skills.
• Demonstrated ability to develop and maintain effective working relationships with internal and external stakeholders.
• Demonstrated ability to effectively organize information and records.
• Advanced technical computer skills in word processing, spreadsheets, database usage.
• Results oriented within a high-pressure working environment with numerous critical timelines.
• Demonstrated extensive knowledge of business administration.
• Demonstrated ability to work independently and in collaboration with others.
• Demonstrated excellent written and oral communication skills.
• Demonstrated ability to organize and prioritize workload, ensuring a high degree of accuracy and meeting deadlines.
• Broad knowledge of accounting, administrative, contract management, project and procurement principles and practices.
• Demonstrated financial planning, monitoring and reporting expertise.
• Physical ability to perform the duties of the position.

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Officer Order and the Health Sector Order), as of October 26, 2021, all employees working for Vancouver Coastal Health must be fully vaccinated for COVID-19. Proof of vaccination status will be required.

WHY JOIN VANCOUVER COASTAL HEALTH?

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Access to exclusive discount offers and deals for VCH staff
• Grow your career with employer-paid training and leadership development opportunities
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan

Diversity, equity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.

We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2023.

Only short-listed applicants will be contacted for this posting.

***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https//my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.