Procurement & Finance Coordinator
Department: Finance
Reports To: Director of Finance
Location: 207 Division Street, Cobourg, Ontario K9A 3P6
The Procurement & Finance Coordinator is responsible for coordinating the Corporation's purchasing, fixed asset records, selected financial and administrative functions and assist with inventory control and fleet administration. Reporting to the Director of Finance, this position ensures procurement activities comply with corporate purchasing policies while maintaining accurate fixed asset and financial records that support the Corporation's electric and water operations.
This position serves as a key liaison between Finance and Operations and provides cross-functional support to the Finance Department, including accounts payable, capital asset administration, budgeting support, financial reporting, and other accounting functions as required.
Key Responsibilities
Procurement & Purchasing
- Administer the Corporation's purchasing function in accordance with the Purchasing Policy and applicable legislation.
- Obtain competitive quotations and prepare purchasing recommendations.
- Prepare, issue, and maintain purchase orders.
- Coordinate the procurement of goods and services for all departments.
- Process receiving documentation and verify quantities and pricing.
- Maintain vendor files and purchasing records.
- Develop and maintain positive relationships with suppliers and contractors.
- Monitor supplier performance and recommend process improvements.
- Assist in the preparation and administration of service contracts and purchase agreements.
Inventory Management
- Maintain perpetual inventory records in Finance system for electric and water utility materials, transformers, electric meters, water meters, tools, and other operational supplies.
- Process inventory receipts, issues, transfers, adjustments, and returns.
- Record all inventory transactions in Microsoft Dynamics GP (Great Plains).
- Ensure perpetual inventory balances reconcile to the General Ledger.
- Complete monthly inventory reconciliations and sub-ledger balancing.
- Coordinate annual and periodic physical inventory counts.
- Investigate and resolve inventory discrepancies.
- Monitor inventory levels and recommend reorder quantities.
- Coordinate the issuance of materials to work orders and capital projects.
- Prepare inventory reports and analysis for management.
Fixed Assets & Capital Projects
- Maintain the Corporation's Fixed Asset Register.
- Record additions, disposals, transfers, and retirements of capital assets.
- Coordinate capital asset tagging and inventory verification.
- Assist with tracking capital expenditures and work-in-progress projects.
- Support monthly and annual capital asset reporting.
- Update records additions, disposals, transfers, depreciation and retirement of capital assets.
- Assist with year-end audit schedules related to capital assets
Finance & Accounting
- Provide backup support for Accounts Payable processing.
- Review invoices for coding accuracy and compliance with purchasing policies.
- Match purchase orders, receiving documents, and supplier invoices.
- Prepare journal entries and account reconciliations including inventory related sub-ledgers.
- Assist with budget preparation by obtaining annual pricing and updating operating budgets.
- Monitor departmental purchasing budgets and prepare variance reports.
- Support internal control documentation and continuous process improvements.
- Assist with Ontario energy Board's regulatory (RRR) reporting.
- Prepare ad hoc financial analyses and reports for management
Fleet Administration
- Coordinate annual vehicle licensing, licence plate renewals, and registrations with the Ministry of Transportation Ontario (MTO).
- Maintain fleet registration records and ensure all vehicle licences, permits, inspections, and regulatory requirements remain current.
- Coordinate preventative maintenance, repairs, inspections, and warranty work for corporate fleet.
- Maintain fleet inventory and vehicle records.
- Monitor fuel consumption and prepare monthly fleet utilization and operating cost reports.
- Assist with fleet replacement planning, budgeting, and vehicle procurement.
- Maintain maintenance history, warranty documentation, and service records.
- Recommend opportunities to improve fleet utilization, efficiency, and lifecycle management.
Contracts, Insurance & Risk Administration
- Maintain contractor agreements and monitor / coordinate with supervisors on renewal dates.
- Ensure contractor compliance documentation remains current, including:
- Certificates of Insurance
- WSIB Clearance Certificates
- Health and Safety documentation
- Assist with corporate insurance renewals by compiling asset and fleet information.
- Maintain records supporting insurance claims and asset schedules.
- Coordinate annual service contract renewals.
Facilities & Administration
- Collaborate and coordinate office and facility maintenance requirements.
- Obtain quotations for building maintenance and service contracts.
- Assist with office equipment and furniture procurement.
- Maintain corporate records and document retention systems.
- Prepare correspondence, reports, and presentations.
- Participate in special projects and continuous improvement initiatives.
- Perform other duties as assigned.
Qualifications
- Diploma or degree in Business Administration, Supply Chain Management, Accounting, Finance, or a related discipline.
- Minimum of three (3) years of experience in purchasing, procurement, accounting, inventory management, or finance.
- Experience in an electric utility, water utility, municipal, public sector, construction, or industrial environment is considered a strong asset.
- Experience using Microsoft Dynamics GP (Great Plains) and/or Northstar is considered an asset.
- Strong understanding of purchasing principles and inventory control.
- Working knowledge of accounting principles and financial reporting.
- Advanced proficiency in Microsoft Office, particularly Excel.
- Strong analytical, organizational, and problem-solving skills.
- Excellent written and verbal communication skills.
- Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail and accuracy.
- Ability to work independently and collaboratively with all departments.
- Ability to maintain confidentiality and exercise sound judgment.
Working Relationships
The Procurement & Finance Coordinator works closely with the Director of Finance, Finance staff, Operations, Engineering, Customer Service, warehouse personnel, contractors, consultants, vendors, and external agencies to ensure the efficient operation of the Corporation's procurement, inventory, and financial functions.
What We Offer
- Competitive salary and comprehensive benefits package.
- OMERS Pension Plan.
- Professional development and training opportunities.
- Collaborative and supportive work environment.
- Opportunity to contribute to the delivery of safe, reliable electric and water utility services within the community.
To Apply
This is a non-union position. Salary will be commensurate with qualifications and experience.
Interested candidates are invited to submit a resume and cover letter by 4:30 p.m. by September 30th, 2026, with the subject line:
Application - Procurement & Finance Coordinator
Email: [email protected] to the attention of Amanda Ferguson, Corporate Services Manager
Only candidates selected for an interview will be contacted. The successful candidate must provide a satisfactory criminal background check and three professional references. LUSI is committed to equity, diversity, and inclusion, and encourages applications from all qualified individuals. Accommodation is available upon request throughout the recruitment process.
