Senior Coordinator, Supply Chain Operations

Position Purpose:

The Senior Coordinator, Supply Chain Operations oversees end-to-end operational oversight and advanced administrative support across the request-to-payment lifecycle, including procurement planning coordination, intake review, vendor administration, invoice and expense oversight, and issue resolution. The role supports faculty operational sustainability by aligning procurement and financial processes with broader academic and research priorities.

The role acts as a partner within the faculty, working closely with Directors, Managers, and Researchers, and coordinating with central Finance teams, including Purchasing, Accounts Payable, and suppliers. The incumbent proactively reviews the unit procurement needs, collects and consolidates demand, and supports planning to align sourcing approaches with faculty priorities and budgets. This partnership also contributes to broader procurement efficiencies across the University.

In this role, your responsibilities will include:

• Coordinate operational and procurement planning activities for new and regular members by consolidating inputs, maintaining planning tools, aligning demand with timelines, and guiding users on established processes, working in alignment with the Procurement services. Is responsible to onboard new faculty or service members, providing structured training and coordinating procurement and logistics requirements within established procedures and escalation protocols.
•  Monitor, analyse, reconcile and explain variances procurement commitments against budgets to managers and department lead, and escalate financial risks for review.
• Coordinate service contract, amendment, and change order requests by validating documentation in compliance with the university policies and independently organizing and prioritizing incoming solicitations from clients based on urgency, financial exposure, compliance considerations, and workload demands.
• Act as a first point of contact for suppliers to explain procedures, documentation requirements, and next steps, while maintaining accurate records. Analyze spending by category and vendor for the business units service agreements and provide recommendations, such as spend consolidation opportunities, vendor performance issues, or process inefficiencies, to the Purchasing Specialists and Finance sectors.
• Prepare, review and validate requisitions, and administrative records in the financial system, ensuring compliant documentation, and data integrity.
• Coordinate supplier and payee profile creation and onboarding, following up on missing information, and tracking approval status in collaboration with internal stakeholders.
• Support the tracking of operational assets and equipment by maintaining records, assisting with lifecycle planning, and coordinating replacement or maintenance requests in alignment with contracts, operational needs and budget planning.
• Oversee the receipt of goods and services against contractual and purchase terms, review and enter supplier invoices, and assist with discrepancy resolution and exception approvals to facilitate timely and accurate payments.
• Administer PCard expenses and reimbursement requests by creating claims, reviewing supporting documentation, validating compliance, and submitting records for approval in accordance with established procedures. 
• Document and track operational issues, prepare payment and status reports, maintain audit-ready records, and contribute to the development of internal procedures and continuous improvement of business operations and request-to-payment processes. Act as the first point of contact for routine status inquiries from requestors by performing initial triage of incoming requests.

What You Will Bring:

• College diploma in administration, business, finance, accounting, or an equivalent combination of education and experience. 
• Minimum 3 years of experience in an administrative or operations support role.
• Bilingualism: French and English (spoken and written), to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute. 
• Experience working with financial or ERP systems (such as, Workday), Microsoft 365, and document management tools.
• Ability to interpret and apply operational, financial, and administrative policies and procedures.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and deadlines