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Procurement Category Specialist, Recurring Contracts and Supplier Management

3 months ago

Ottawa, Canada CAPREIT Apartments Full time

Reports to: Director, Recurring Contracts and Supplier Management

Position Summary: The Procurement 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.

Main responsibilities involve a wide variety of duties including, but not limited to; Request for Quotations / Proposals, contract writing and negotiation, supplier management, budgeting and spend analysis.

Responsibilities:

Support for internal and external stakeholders

  • Address vendor inquiries and service/goods related issues
  • Display a passion for the success of the procurement operating model
  • Focus on managing and meeting sometimes conflicting objectives and priorities
  • Commitment to continuous improvement and providing superior customer service
  • Participate in meetings with respective team to review reports, vendor performance, internal and external compliance issues, etc.

Strategy and Vendor Relations

  • Lead the development and execution of assigned repair & maintenance spend categories.
  • Works closely with Director, Recurring Contracts and Supplier Management, Operations, Operations Services to ensure all projects are included in the RFx process per policy and timelines adhered to
  • Build strategic relations with all other stakeholders to ensure scope is created accurately and timelines are agreed upon
  • Proactively identify opportunities for leveraging spend across multiple Regions
  • Responsible for reporting on all noncompliance (internal and external) procurement related issues
  • 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 action required for expiring contracts including contract renewal, or issuing RFx
  • Meet with operations to review their submission of scope of work for new contract requirements and make sure the requirements are in RFx documents
  • Analyze submitted proposals to determine reasonableness of prices and total cost of ownership
  • Prepare recommendation to operations on supplier(s) to be awarded contract after careful review, focusing on achieving 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 Management

  • Maintain master list of procurement contracts and communicate upcoming renewals to Vendor and Operations
  • Prioritize the review of expiring contracts and determine action required to renew
  • 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

  • Review invoice discrepancies through Vendor Invoice Management (VIM) application and determine action required to correct. Conduct root cause analysis for recurring discrepancies and communicate to supplier, Procurement and Accounts Payable
  • Responsible for monthly accruals process and Goods Received Not Invoiced (GRIR) process for SAP Contract and Scheduling Agreement POs
  • Act as back-up to other Buyers 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
  • Seven or more years of related procurement 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 required for the review of lengthy contract documents
  • 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 Material Master (MM) Module or a similar ERP system
  • Experience with ARIBA considered an asset
  • Bilingual (French) considered an asset
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