Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives

Salary Details
The salary range for this position is CAD $32.44/Hr. - CAD $46.64/Hr.
Job Summary

Come work as a Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives with Vancouver Coastal Health (VCH)!

Reporting to the Manager of Contracts and Optimization, Facilities, Real Estate and Regional Strategic Development Initiatives, at Vancouver Coastal Health (VCH), the Contracts Coordinator is responsible for overseeing and optimizing contract management, procurement processes and specific projects across the organization. The Contract Coordinator works closely with VCH operations supervisors, managers, directors, financial planning and operations, and various VCH team members, contractors/consultants and external agencies/vendors promoting consistency in management practices in obtaining the best value and excellence in our contracted services and projects. The Contracts Coordinator works with the Manager of Contracts and Optimization and independently to communicate with internal and external stakeholders/customers in a manner that promotes positive and respectful relationships, as well as Facilities contract management.

This work is aligned with VCH’s people-centred values and focused on advancing Indigenous Cultural Safety, anti-racism, equity, diversity, and inclusion.

As a Contracts Coordinator, Facilities, Real Estate & Regional Strategic Development Initiatives with Vancouver Coastal Health you will:

Conduct data analysis by utilizing a variety of data manipulation and management techniques and conducts statistical and financial analysis by compiling information, analyzing and interpreting the data and reporting on the findings.

Provide contract coordination on a day to day basis updating the Contract Management Database (CMD), tracking contracts, procurement, specific projects working closely with VCH Facilities, Real Estate & Regional Strategic Development Initiatives staff departments and other departments including Provincial Health Services and Construction Procurement:

Update the CMD with new contracts, amendments and service provider contact information;

Assist with locating contract documents that have been sent out for signature or making small edits in the contract record;

Coordinate and track all contracts throughout the signatory process and undertake follow up activities;

Coordinate contract compliance processes and activities;

Verify service provider compliance with insurance, WorkSafeBC and criminal record check requirements;

Identify areas for improvement to current processes;

Ensure data integrity for the CMD;

Support development and delivery of education and training;

Coordinate regional contracts in conjunction with Facilities Management team support;

Ensure on an ongoing basis contract records are maintained as fully as possible liaising with contract owners regarding details;

Undertake an audit of current contract records and clean up records as far as possible;

Act as an initial point of contact for regional contracts and support managers with the creation of their contracts;

Identify issues and opportunities for further developing support for regional contracts;

Provides a range of key administrative support and coordination to the Manager supporting activities during the contract lifecycle;

Assemble contracts upon receipt of information from contract advisors or others including reviewing and compiling contract schedules;

Maintain and update service provider information and undertake annual requests for new information.

Update CMD with financial, procurement and contract information as and when required during the year.

Coordinate annual follow up for purchase orders, costing, contract renewals, costing for financial statements.

Identify areas of improvement;

Ensures compliance with contract terms and conditions and resolves or refers billing/invoicing, insurance and financial reporting issues;

Assists in the development and maintenance of a Contract Registry system by assuming the lead role in ensuring contract files are current and accurate for the routing, tracking and filing of service provider contracts;

Registers contracts annually by filling out appropriate documentation, ensuring information is accurate, and sending it to the appropriate area.

Provide day to day administrative management of contracts, procurement and specific construction projects as required.

Triage information received and ensure emails/telephone calls are responded to and/or forwarded to Manager of Contracts & Optimization in a timely manner:

Secondary support and administration on various aspects of the CMD and Construction Projects;

Ensures Contact Database integrity by maintaining current inventory of service provider and agency contact information. Conducts mail out of service provider notices, funding letters and other correspondence as needed;

Maintains files for a variety of data, correspondence and other documents forwarded to departments by performing duties such as creating new files, establishing bring forward systems and filing material as appropriate;

Responds to ad hoc requests for information and analysis by researching and gathering information required, manipulating database fields, preparing spreadsheets, tables, charts, graphs, reports and presentations as required to summarize information;

Provides administrative support for the respective project(s) and their key stakeholders as required, including: meeting coordination, timekeeping, budget reporting and facility move coordination.

Carry out responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying supervisor or other appropriate personnel.

Perform other related duties as assigned.

This work is aligned with VCH’s people-centred values and focused on advancing Indigenous Cultural Safety, anti-racism, equity, diversity, and inclusion.

Qualifications

Education & Experience

Bachelor’s degree or Diploma in Business Administration or related field or an equivalent combination of education, training and experience.

Minimum of three (3) years’ recent, related business, technical and financial experience in a public, not-for-profit or large private organization.

Experience in contract management, procurement, project management, technical services, facility operations, data analytics and database applications is an asset.

Knowledge & Abilities

Demonstrated financial planning, monitoring and reporting expertise.

Demonstrated extensive knowledge of business administration.

Advanced technical computer skills in word processing, spreadsheets, database usage.

Demonstrated analytical and problem solving skills.

Broad knowledge of accounting, administrative, contract management, project and procurement principles and practices.

Results oriented within a high-pressure working environment with numerous critical timelines.

Demonstrated excellent written and oral communication skills.

Demonstrated ability to develop and maintain effective working relationships with internal and external stakeholders.

Demonstrated ability to work independently and in collaboration with others.

Demonstrated ability to organize and prioritize workload, ensuring a high degree of accuracy and meeting deadlines.

Demonstrated ability to effectively organize information and records.

Physical ability to perform the duties of the position.

Closing Statement

As per Ministry of Health policy, all health care workers working in publicly-funded health care facilities are required to report their past receipt of certain vaccines or history of certain infections. Collecting these records will allow for offering of any missing vaccines, and for appropriate actions to be taken in the event of any future exposure to a communicable disease or during outbreaks. For all new hires and appointments to Vancouver Coastal Health, you will be asked to provide this information as part of the onboarding process. Why Join Vancouver Coastal Health (VCH):VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan• Grow your career with employer-paid training and leadership development opportunities• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families• Award-winning recognition programs to honour staff, medical staff and volunteers• Access to exclusive discount offers and deals for VCH staff At Vancouver Coastal Health, our vision of healthy lives in healthy communities inspires us and our values and pillars guide us. We support equitable practices, diverse teams and inclusive environments, which are vital to creating welcoming spaces where everyone can bring their whole selves to work and feel supported. We encourage applications from equity-deserving communities, including Indigenous Peoples and members of racialized groups, people with disabilities and people of all gender identities and expressions and sexual orientation.Vancouver Coastal Health is proud to be recognized as one of Canada’s Top 100 Employers, BC’s Top Employers, Canada’s Best Diversity Employers and Canada's Top Employers for Young People in 2026.Only short-listed applicants will be contacted for this posting. ***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***Thank you for your interest in Vancouver Coastal Health.