Job ID #32045: Sourcing & Contracts Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32045: Sourcing & Contracts Coordinator
• Union: ATU Local 107
• Job Description ID #: 7783
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city
  by 4:00 p.m. on July 8, 2026. 
  
• Duration: up to 24 months
• Vacancy type: This posting is for an existing vacancy 
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to the Superintendent Transit Maintenance Capital Planning & Contracts, provides operational contract coordination and sourcing support related to Transit Fleet Maintenance parts, services, and supply agreements.

The position supports Transit Fleet Maintenance in researching sourcing approaches, monitoring contract expenditures and vendor performance, and coordinating contract-related information within established City processes.

GENERAL DUTIES

Develops, maintains, and organizes electronic and hard copy contract files and related forms by ensuring all required documentation for parts and service agreements is complete and current, including purchase orders, insurance, WSIB clearance documentation, bidder information, and contract records.

Composes and coordinates correspondence with other City departments, internal staff, and outside agencies.

Performs due diligence reviews and research in preparation of contract award, in consultation with Procurement, to ensure vendor eligibility.

Maintains database to track expenditures of all parts and service contracts. Determines which contracts are up for renewal and works with the Maintenance Superintendents to determine if contracts will be renewed or re-issued.

Works with the Procurement Specialist to determine what documents are required in order to renew: including securing required documents from the vendor as well as issuing amending documents to the contract or purchase order.

Prepares and processes all supporting documentation for purchases and dispositions within the department including quotations, schedules, special provisions, purchase order requisitions, award and non-award letters, Policy 10 and 11 Forms.

Evaluates bids, compares submissions to existing agreements, and reports budget impacts to designated Transit staff for review and approval.

Disseminates awarded contract details to Transit staff including but not limited to highlighted terms and conditions, contact information, contract start and end dates and warranty terms.

Maintains enterprise asset management system (EAM) with initial/commencement of term renewal contract terms, pricing, and vendor information.

Analyzes contract expenditures in consultation with Superintendents.

Reviews of vendor invoices and reports on discrepancies and violations of the contract. Processes vendor performance concerns and drafts vendor performance documents for review. Follows up to ensure responses are provided and complaints are closed.

Completes vendor performance evaluation form at the completion or renewal terms and end of contract. Collaborate with staff utilizing the contract for accurate performance information upon completion forward required documentation to Procurement.

Performs research to stay current with industry changes, with respect to parts and changes to standards.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. Must have previous experience related to duties listed above normally acquired through the completion of a Community College diploma in Business, Supply Chain Management, Procurement, or other appropriate field and/or a combination of education and relevant work experience.
   
2. Must have experience preparing or coordinating quotations, tenders, contracts, or competitive bid documents within a public-sector or public-sector-facing environment.
   
3. An understanding of vehicle parts and service specifications would be an asset.
   
4. Experienced in procurement procedures and contract documentation associated with quotations, tenders, requests for proposals, and vendor agreements.
   
5. Proficient in the development and coordination of technical or operational specifications, including identifying gaps, researching requirements, and working with subject matter experts to clarify operational needs.
   
6. Strong organizational and administrative skills with experience coordinating, reporting, and tracking contract documentation with a high degree of accuracy and attention to detail, gained through practical experience.
   
7. Demonstrated interpersonal, verbal, and written communication skills with the ability to effectively interact with internal and external contacts and address customer service inquiries and emerging issues in a tactful and professional manner.
   
8. Experience working with Enterprise Asset Management (EAM), inventory management, procurement, ERP, or related operational systems.
   
9. Ability to organize and prioritize multiple tasks/assignments in order to meet
   
10. Demonstrated computer proficiency utilizing Microsoft Office applications including Word, Excel, Outlook, and PowerPoint. Advanced spreadsheet use and intermediate Excel skills are required.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.