Coordinator, Procurement and Telecom Support

Position Title: Coordinator, Procurement & Telecom Support

Reports To: Supervisor, Procurement & Travel Operations

I. Scope and summary of primary responsibilities

The Coordinator, Procurement & Telecom Support supports the Procurement team by coordinating telecommunications services, managing vendor relationships, supporting invoice administration, and assisting with procurement operations. This role serves as the primary point of contact for telecom-related services, including mobile devices, wireless plans, and vendor management, while providing flexible support across procurement activities as operational needs require.

The incumbent is responsible for maintaining accurate telecom records, monitoring service usage and billing, supporting service requests including the wiping and assignment of mobile phones, and assisting with issue resolution. The role also contributes to process improvement initiatives, documentation management, and administrative support to ensure efficient procurement and payment operations across the organization.

II. Essential functions

• Manage organizational mobile devices, wireless plans, and telecom services.
• Coordinate device activations, wiping, upgrades, transfers, suspensions, and cancellations with telecom vendors.
• Oversee organizational mobile devices throughout their lifecycle, including deployment, assignment, inventory management, and the maintenance of accurate records for devices, wireless plans, phone numbers, and user assignment.
• Monitor telecom usage and identify opportunities for cost savings and service optimization.
• Act as the primary liaison with telecom providers including Bell, Rogers, TELUS, and other service vendors.
• Assist employees with telecom-related inquiries, service requests, and issue resolution.
• Review Property and Telecom invoices for accuracy and identify billing discrepancies.
• Coordinate with vendors and internal stakeholders to investigate and resolve billing issues.
• Support invoice processing activities and ensure supporting documentation is maintained.
• Monitor recurring telecom charges and assist with budget tracking and reporting.
• Maintain vendor records and support vendor communications as required.
• Support the administration and tracking of procurement-related requests through TOPdesk and other internal systems.
• Provide timely updates and follow-up on procurement service requests and inquiries.
• Assist with purchasing, vendor onboarding, contract administration, and procurement documentation as assigned.
• Support the Payment and Purchasing Coordinator with day-to-day operational activities and workload management.
• Maintain organized procurement records and documentation in accordance with organizational standards.
• Document, maintain, and update procurement and telecom procedures, workflows, and protocols.
• Identify opportunities to improve operational efficiency and service delivery.
• Recommend practical solutions to streamline processes and enhance user experience.
• Support continuous improvement initiatives and contribute to best practice development.
• Assist in the development of reports, tracking tools, and operational metrics.

III. Qualifications

Knowledge and Skill Requirements

• Strong organizational, administrative, and customer service skills.
• Excellent verbal, written, and interpersonal communication skills.
• Experience managing telecommunications services, mobile devices, and vendor relationships.
• Ability to analyze invoices, identify discrepancies, and coordinate issue resolution.
• Strong attention to detail and commitment to maintaining accurate records.
• Experience using service management or ticketing systems such as TOPdesk.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Ability to document processes and recommend operational improvements.
• Strong problem-solving skills and ability to work independently and collaboratively.

Experience and Education

• Post-secondary education in Business Administration, Procurement, Telecommunications, Finance, or a related field, or equivalent experience.
• 2–4 years of experience in procurement, telecommunications administration, vendor management, accounts payable support, or a related role.
• Experience working with telecom vendors and managing wireless services considered an asset.
• Experience in a not-for-profit environment considered an asset.

Work environment

CNIB is committed to accommodating applicants with disabilities and will work with applicants requesting accommodation at any stage of the hiring process