Job Description

Procurement Document Coordinator

Full-Time

At Community Care Durham (CCD), coordinated networks of volunteers and inter-professional staff, working out of integrated community hubs and other locations, strive to enrich the well-being and quality of life for people wherever they choose to call home. As the largest community support services agency in Durham Region, CCD collaborates with its partners and the broader community to address community issues and support local citizens to achieve their goals to live independently.

Reporting to the Manager, Procurement and Contracts, the Procurement Document Coordinator helps create competitive procurement documents and other organizational paperwork while ensuring documents follow Ontario's broader public sector procurement standards. The Procurement Document Coordinator will handle document creation, stakeholder communication, and administrative tasks efficiently, ensuring transparency and compliance. This role is vital for producing accurate, compliant documentation and supporting project timelines and deadlines.

Responsibilities include but not limited to:

Analyzes and translates stakeholder requirements and complex business needs into clear, measurable, and compliant procurement specifications for Request for Anything (RFX) documents, ensuring all Ontario procurement policies are addressed; Conducts stakeholder meetings to gather business requirements, strategic objectives, and project specifications; Assists a Project Manager in organizing information into clear and concise Needs Assessment document; Researches and compiles relevant standard clauses, templates, and procurement requirements; Supports the manager in finalizing RFX documents through revisions, formatting, and quality checks; Serves as the primary contact for vendor inquiries during open procurement periods; Manages formal question-and-answer processes and coordinates stakeholder responses; Develops and issues formal addenda to communicate clarifications and amendments; Ensures all vendor communications are fair, transparent, and regulation compliant; Supports project timeline management, ensuring critical deadlines are met; Coordinates document reviews and approvals with stakeholders, the contracts specialist, and the manager; Facilitates pre-bid meetings and maintains comprehensive procurement records; Prepares internal briefing documents and presentations for procurement projects; Works with internal teams to understand and produce high-quality documentation that meets applicable standards and is appropriate for its intended audience; Creates user-friendly documentation, including user interface text, online help materials, and tutorials; Acts as a liaison between the Procurement Department and internal departments to facilitate documentation processes.

Qualifications required:

Post-secondary education in Business, Public Administration, English, Communications, Marketing, Journalism, or a related field. Experience with developing procurement and other business documents, and coordinating projects Exposure to Ontario's broader public sector procurement policies Knowledge of Plain Languages principles is an asset Analytical and critical thinking skills required Strong communication skills, both written and verbal Advanced skills in Microsoft Office software (Word, Excel, etc., and creating professional technical documents Strong attention to detail with an ability to work with tight deadlines Sensitivity to the needs of the vulnerable population with disabilities, including challenges in cognition Satisfactory Police Vulnerable Sector Check Must work in a safe manner and promote the health and safety of all staff, volunteers, clients and the community as outlined within CCD policies

Compensation:

Starting at $46,000 annually; three (3) weeks' vacation per year of work (pro-rated to hours worked); 9 paid (including stat) holidays, 3 float days; health, insurance, and pension benefits when eligible.

Pay will be commensurate based on education and experience

Please apply in writing referencing posting #2025-50 outlining qualifications and experience by 4:00pm on

Thursday September 25, 2025, to

Human Resources, Community Care Durham email: careers@communitycaredurham.on.ca

Job Types: Full-time, Permanent

Pay: From $46,000.00 per year

Benefits:

Casual dress Company events Company pension Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off Vision care Wellness program
Work Location: In person