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Creating and issuing contract extensions using templates, and making sure all necessary parties have signed. Submitting records of these to vendors and entering them into Firm's database.
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Entering all vendor information into the VMO Database/Coupa P2P, including copies of all documentation, such as Purchase Orders (POs), Non-Disclosure Agreements (NDA), Master Service Agreements (MSA), Statements of Work (SOW), and budget tracking sheets.
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Creating monthly Vendor Spend Reports, matching results with budget and investigating any abnormal changes from previous months.
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Creating SOW's by collaborating with internal and external parties. Reviewing and revising SOW's from frequently used vendors.
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Engaging in vendor meetings to support and assess existing vendors and to evaluate potential vendors
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Collaborating with internal partners and external partners for all project-related and BAU purchases..
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Managing vendor escalations as required.
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Creating sourcing documents as required i.e. RFP, RFQ, RFI.
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Ensuring that security protocol is followed including liaising with the vendor and IT Security Team to ensure that vendor questionnaires and assessments are completed, and are reviewed on an annual basis.
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Working with vendors to investigate any missing shipments.
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Preparing comprehensive vendor analysis for functional group directors as required.
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Ensuring that contract extensions are facilitated prior to an expiry date.
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Researching and analyzing contractual documentation for all relevant information such as contract type, contract amendments and contractual obligation.
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Managing incoming invoices via Coupa P2P and ensuring timely payment by filing with Accounts Payable (A/P) for processing.
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Managing, logging, and matching invoices with purchase orders, and ensuring no variance between the budgeted and invoiced amounts.
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Comparing invoices with terms/conditions, contracts, POs, and previous month's invoices in order to assure correct billing.
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Investigating invoices returned from A/P if unable to be paid in regards to corrections needed, improper vendors or coding.
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Investigating past due invoices and communicating findings to vendors and or A/P.
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Obtaining multiple quotes for IT purchases to ensure that the best pricing is obtained.
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Facilitating training for all users of the Coupa P2P application on processes.
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Managing the P2P application by creating templates, PMC updating ARG, creating PO templates, maintaining user profiles, vendor information, managing GL links for ARG.
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Creating and/or update documents to support day-to day tasks (PC advisory - document, Software renewals calendar, PMC Handbook).
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Checking Coupa daily to ensure that questioned invoices and contracts are accurate.
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Investigate and submit issues directly to the vendor related to the P2P environment and attend regular meetings to discuss.
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Managing subscriptions/service renewals including confirming whether services are still required.
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Verifying number of licenses/users with appropriate department.
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Verifying costs and contract terms with vendors.
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Keeping tabs on rising costs and negotiating for lowest possible costs.
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Updating Coupa to ensure renewals are captured.
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Creating and maintaining tracking sheets/matrices to ensure all renewals are captured correctly and proactively managed.
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Managing Coupa for all assigned contracts and general intakes
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Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
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Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
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A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
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Strong community involvement and a commitment to equity, diversity and inclusion.
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A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.
