Procurement Assistant Jobs

Kelowna General Hospital has an exciting opportunity for a Permanent Full Time Procurement Assistant to join their team in Kelowna, B.C.
This position works Monday to Friday: 08:00 to 16:00
Days off: Sun, Sat, STAT
Who Are We Looking For?
The Procurement Assistant coordinates the supporting documentation, such as contract paperwork and tender documents and spreadsheets, for all construction contracts and provides administrative support for the Project Managers. Discusses inquiries for information with architects and major consultants on behalf of the Project Managers. Maintains tender and contract information. Reviews and consults with Project Managers regarding project and procurement requirements. Prepares specifications and conditions for the formal tendering of construction and services, solicits and analyzes bid/proposal submissions from vendors.
What Will You Work On?:

• Coordinates project documentation for capital improvement construction and maintenance improvement projects including placing advertisements on the B.C. Government website and/or tender platform, following website format for Request for Expressions of Interest and Proposals and responding to inquiries from consultants and contractors related to tender process such as property description, information availability and closing dates. Receives and organizes bid/proposal responses and submits to Project Managers for selection and award of contracts. Sets up and maintains project files including tender documentation, final contracts and construction drawings. Reviews, coordinates and sets up construction contract documentation with the awarded Consultant and Contractors. Refers any issues or problems to the Project Manager or Director.
• Maintains Master Project Status Report by Service Area and individual Project Status Reports by inputting contract names, project numbers and dates of project milestones, including dates as required for reports to Senior Management. Distributes this information to a variety of individuals as required.
• Reviews Consultants documentation: Specifications, Invitation to Bidders, Construction Contracts and advises them of any necessary changes to be made to meet the Interior Health Standards.
• Assists with orienting new staff by performing duties such as demonstrating work procedures and demonstrating use of equipment.
• Monitors funding and payment distribution by following up with Ministry of Health or Ministry of Finance to ensure funding, invoicing and payments are received, documented and distributed as per contract specifications. Arranges for progress payments, ensures all documentation is provided by Contractors. Codes invoices for payment, obtains approval signature from Project Manager or Director, and forwards to Finance for payment. Identifies and brings forward problems and discrepancies to Project Manager or Director. Updates and maintains Project Cost Control Reports and other monitoring programs/databases for projects as required for reporting and budget tracking purposes.
• Coordinates meetings by arranging for room and equipment and sending out invitations for Tender Openings, Project Committee Meetings, etc. Records proceedings, compiles bid spread sheets by filling in the required information and presenting to Consultant at the end of the award, minutes, reports, agenda and takes follow up action as a result of the meetings.
• Schedules appointments and meetings and determines urgency of request in order to respond to scheduling requirements.
• Participates in continuous quality improvement activities by performing duties such as providing input/feedback to the Manager (or designate) on work procedures and opportunities for process improvement
• Works collaboratively with others in a team environment to complete work assignments and to support collegial sharing of information.
• Reviews and consults with Project Managers regarding requirements such as specifications, quantity, quality, costs and delivery dates. Contacts suppliers for information such as price, delivery dates and taxes. Maintains related files and records.
• Types a variety of documents such as minutes, correspondence, statements, tender documents and purchase requisitions. Drafts correspondence for signature as directed. Composes and signs routine correspondence as directed.
• Prepares specifications and conditions for the formal tendering of construction and services, solicits and analyzes bid/proposal submissions from vendors. Carries out follow-up activities such as monitoring key dates and milestones, resolving problems and expediting change management documents as requested by the Project Manager, and conducts debriefs with unsuccessful proponents as required.
• Performs other related duties as required.
• Posts all construction, project Expression of Interests, Tenders and Request for Proposals on B.C. Bid website and/or tender platform following website format.

How Will We Help You Grow?
Interior Health offers excellent benefits for permanent and temporary roles and many opportunities to maximize your skills.
We are an organization where you have room to grow in a place where life outside of work is just as important to us as it is to you.
Kelowna is a worldwide tourist destination. Surrounded by a glorious range of mountains is a sanctuary filled with pristine lakes, pine forests, orchards and vineyards, sandy beaches and superb amenities. It has miles of beautiful parklands and a multitude of sandy beaches provide wonderful opportunities for boating, swimming, water-skiing, windsurfing and fishing. Even Kelowna's main street ends at a beach! Most golf courses are open nine months out of the year. In cooler months, our snow-capped mountains and pine-filled forests are a haven for skiers, boarders, snowmobilers and outdoor adventurists of all types and levels. Three major ski hills are within an one hour drive - Big White, Silver Star and Apex, as well as several cross country ski hills such as Sovereign Lake Nordic Club. More than 30 unique wineries offer tours and tastings for all palates. That’s not all. Kelowna’s growing Cultural District covers a six-block downtown area and features an array of galleries, museums, theatres, artists’ studios, fine dining, unique shops and a vibrant cultural life all year long. Prospera Place, a 6,000-seat multi-purpose facility home to the Kelowna Rockets of the Western Hockey League, attracts major entertainers and events, and is located in the heart of the city. Kelowna, home of the Ogopogo and the only floating bridge in Canada!