Title: Procurement Category Specialist, Recurring Contracts and Supplier Management
Reports to: Director, Recurring Contracts and Supplier Management
Position Summary: The Category Specialist, Recurring Contracts and Supplier Management reports to the Director, Recurring Contracts and Supplier Management and is accountable for procurement & supplier management decisions for their spend categories.
Responsibilities:
Main responsibilities involve a wide variety of duties including but not limited to; End to End Procurement Process including Strategy and Execution for assigned Real Estate Property Maintenance Service Categories, conducting requests for quotations/proposals, contract writing and negotiation, supplier management, budgeting and spend analysis.
Procurement Strategy and Vendor Relations
Lead the end-to-end procurement process of assigned Property Maintenance spend categories working with business owners (Operations groups, Technical Services, Operations support groups).
Proactively identify opportunities for leveraging spend across multiple Regions and/or bundling services
Regularly meet external partners
Solicit input from Operations, Procurement, Operations Services, and other subject matter experts including Technical Services team, to obtain feedback on category of spend, supplier performance and scope of work
Liaise with key stakeholders to reach consensus on procurement strategy for expiring contracts or new service requirements.
Meet with operations to review scope of work for new contract requirements and make sure the requirements are accurately reflected in RFx documents and subsequent contracts
Analyze submitted proposals to identify total cost of ownership and prepare summary reports
Prepare summary and recommendations to Operations on supplier(s) to be awarded focusing on cost savings, efficiencies and added value
Host meetings with operations to review supplier performance and evaluation in order to build an effective supplier network for CAPREIT. Document feedback and communicate internally with operations and externally to supplier
Respond to all vendor inquiries including questions related to contract, commercial, RFx process, contractor prequalification, PO details and modifications, payment, and credits
Contract & Financial Management
Communicate upcoming renewals to Vendor and Operations
Prioritize the review of expiring contracts and determine strategies and initiative timeline
Verify repair & maintenance budget by profit center and spend category before proceeding with contract creation or modification.
Draft and edit vendor contracts, using internal legal approved contract templates; Review contract language and details and tailor language to ensure suitability to category of spend and compliance with internal controls and regulatory requirements
Coordinate contract approval routing for signoff based on contract spend
Update contracts with addendums and amendments as required
Inquire on status of SAP Scheduling Agreement POs and request creation/modification as required
Communicate with controllers on spend to be accrued, insufficient budget and variances related to budget vs spend
Respond to contract termination requests from operations and issue formal response accordingly
Acquisitions: Assess incumbent supplier ability to retain contracts related to acquisition of properties. Assist in preparing the repair & maintenance contracts budget for newly acquired sites. Ensure contracts are in place and suppliers prepared to service new sites once ownership of site changes
Dispositions: Manage the communication to suppliers affected by disposition and complete purchase order closeout in SAP
Assist with the annual budget for operating repair & maintenance contracts in the following year
Assist and champion the growth of a Contract Management repository and associated processes encompassing the execution, monitoring, approvals and managing contracts
Supplier Management
Develop and implement measurable SLA’s for assigned categories/contracts (where warranted).
Act as a point of escalation for Supplier and CAPREIT business owner disputes.
Organize and Facilitate Supplier Business Review meetings.
Other
Conduct root cause analysis for recurring contract payment discrepancies and communicate to supplier, Procurement and Accounts Payable
Responsible for reporting on all noncompliance (internal and external) procurement related issues
Act as back-up to other team members for tasks including facilities management semi-monthly reporting and PO creation
Other Procurement related projects assigned by Manager, Director and VP of Procurement
Qualifications:
College diploma or University degree in accounting, business, or a related field
5 or more years of related procurement experience
RFx experience
Certified Supply Chain Management Professional (SCMP) equivalent or in progress is an asset
Demonstrated history of contract writing skills with a solid understanding of procurement regulations and legal terminology
Strong analytical, organizational, and problem-solving skills
Superior attention to detail
Strong negotiation skills
Ability to work under tight deadlines, multitask, and prioritize
Ability to communicate effectively, both oral and written to all levels of the organization
Must have strong working knowledge of Microsoft Excel, Word, PowerPoint
Experience with SAP and/or Yardi considered an asset
Experience with ARIBA considered an asset
Bilingual (French) considered an asset
