Engineering vendor management assistant

Job title: Engineering vendor management assistant

Job description: At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you are part of making sure our business is running optimally and safely-helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters.

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Job Summary

The Engineering Invoice and Contract Administration Officer is responsible for supporting Engineering Supervisors in the areas of vendor management, invoice review and processing, miscellaneous material ordering and reports. The role ensures compliance with the National Safety Council (NSC). Furthermore, the incumbent supports the Supervisors with training scheduling.

Main Responsibilities

Invoice Creation

• Enter miscellaneous invoices into My CN Voucher
• Ensure that invoices meet CN standards and follow relevant contracts
• Ensure proper backup is done including daily sheets
• Ensure the Erail-Safe status is confirmed prior to contract approvals

Fieldglass Pre-approval

• Pre-approve vendor invoices for accuracy and daily completeness and match entries
• Ensure additional feedback required is provided
• Ensure chargers comply with contracts
• Ensure vendor invoicing standards are met
• Provide training and coaching to vendors related to Fieldglass billing standards

Vendor Management

• Facilitate quotation, approval and award of business for customized services
• Create and handle quick wrap contracts in accordance with CN’s procurement policy
• Assist Procurement & Supply Management in the creation of contracts
• Carry out Erail-Safe verification

Time Sheet Audits for NSC

• Review monthly reports and carry out follow-ups with Supervisors for compliance
• Make changes in the system to ensure Supervisors and Driver status are exact
• Submit monthly reports to Supervisors showing all NSC vehicles and drivers with accurate information
• Carry out monthly follow-ups to ensure logs are received
• Communicate with the NSC Office when issues arise
• Ensure training and documents are updated for all Supervisors and drivers
• Instruct Supervisors and drivers where to find training and how to submit documents

Material Ordering and Administration

• Work with local Supervisors to facilitate and standardize procurement of miscellaneous material in compliance with CN’s policy, including personal protective equipment (PPE), stationary and printed material
• Maintain organizational charts
• Maintain group email addresses
• Carry out and follow up on IT requests

Reporting

• Prepare Safety observations, distressing, Winter & Spring readiness, surfacing and daily welding reports
• Prepare PRMC, surfacing and daily welding reports

Training Schedule and Attendance Management

• Coordinate the schedule in regards to overall training including; First Aid and First Aid refresher, Engineering Rules and recertification, and Track Inspection Guidelines courses
• Monitor attendance and verify registration for all training courses.

Working Conditions

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. The incumbent must be available to work alternative hours as required. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure and manage stress.

Requirements

Experience

Administration

• Minimum 1 year of previous experience in the following items

• Experience in processing invoices
• Experience in an administrative support role
• Experience in contract and vendor management*
• Experience in a railroad environment*

*Any experience for these above would be considered as an asset

Education/Certification/Designation

• High School Diploma
• Valid Driver’s Licence

Competencies

• Collaborates with others and shares information
• Seeks and values all perspectives
• Demonstrates active listening
• Solves problems to create value
• Ensures attention to detail with a high level of accuracy
• Prioritizes multiple tasks
• Fluently bilingual both written and verbal (English, French)

Technical Skills/Knowledge

• Ability to collaborate with Engineering field personnel and vendors on invoices and when ordering material
• Ability to trouble shoot while working autonomously
• Knowledge of Microsoft Office (Word, Excel and PowerPoint)
• Strong understanding of SAP programs for invoice entry and vendor tracking

Organizational Impact

Decision Making & Impacts

The Engineering Field Assistant is responsible for ensuring that processes are properly coordinated and followed. The incumbent handles administrative day-to-day workload for Senior Engineering positions. The role prioritizes and performs multitasking in a timely and efficient manner.

Level of Interaction/Influence

The Engineering Field Assistant interacts with individuals internal and external to CN. Within the organization, the incumbent liaises with Region Chief Track, Chief, Engineering Supervisors, NSC Delegates, P&SM Officers and Accounting Officers. Outside of CN, the role communicates with vendors.

Employees Supervised/Organizational Structure

The Engineering Field Assistant reports to the Senior Engineering Officer and has no supervisory responsibility

About CN

CN is a world-class transportation leader and trade-enabler. Essential to the economy, to the customers, and to the communities it serves, CN safely transports more than 300 million tons of natural resources, manufactured products, and finished goods throughout North America every year. As the only railroad connecting Canada’s Eastern and Western coasts with the Southern tip of the U.S. through a 19,500 mile rail network, CN and its affiliates have been contributing to community prosperity and sustainable trade since 1919. CN is committed to programs supporting social responsibility and environmental stewardship. At CN, we work as ONE TEAM, focused on safety, sustainability and our customers, providing operational and supply chain excellence to deliver results

CN requires that all employees be fully vaccinated against COVID-19 and provide proof thereof as a condition of employment. The Company’s vaccination mandate extends to employees of our wholly owned subsidiaries as well as CN’s contractors, consultants, agents and suppliers and anyone who accesses CN properties in Canada.

CN is an employment equity employer and we encourage all qualified candidates to apply. We thank all applicants for their interest, however, only candidates under consideration will be contacted. Please monitor your email on a regular basis, as communication is primarily made through email.

Company: Canadian National Railway

Expected salary:

Location: Moncton, NB

Job date: Sun, 30 Oct 2022 04:15:06 GMT

Job Source: Careerjet.ca

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