Vendor Management Analyst

4 days ago

Mississauga, Canada Morguard Full time

Reporting to the Manager, Service Management, the Vendor Management Analyst is responsible for leading, supporting and coordinating new & existing vendor related interactions throughout the vendor management lifecycle (VMLC).

The Vendor Management Analyst has full time accountability and focus for assigned activities related to Vendor Planning & Analysis, Sourcing & Vendor Selection, Contract Coordination & Management, On-going Monitoring, and Exit & Renewal.

The analyst will work closely with Technology, Finance and Legal stakeholders to ensure that the VMO is engaged on every sourcing initiatives and that all the necessary steps/artifacts are appropriately tracked, documented and stored. The incumbent continuously develops knowledge of appropriate vendor management processes in order to assist in identifying when process changes/practices should be updated and initiated.

DUTIES AND RESPONSIBILITIES

**Vendor Planning, Analysis and Analytics**
- Maintains vendor register and or vendor management software
- Prepare aggregate, insightful vendor performance, risk and compliance reports (e.g. vendor dashboard, KPIs, balanced scorecards) for executive review
- Maintains segmented vendor lists by criticality, category or other form of segmentation
- Prepares committed expenditure forecast for input into short
- and long-range planning
- Prepares annual vendor optimization plans for presentation to senior management
Keeps VMO Playbook fully up to date and current
- Conducts ad-hoc analysis as required on vendor engagement/population.

**Sourcing & Vendor Selection**
- Capture business requirements related to a sourcing initiative
- Recommend and lead appropriate sourcing strategy (RFP, RFQ)
- Research and evaluate performance requirements of suppliers based on price, quality, support, availability and other factors
- Summarize vendor bids and conformity to business requirements and create short-list
- Coordinate cost/benefit analysis with Technology Finance as required
- Conduct due-diligence assessments prior to moving to contract coordination.

**Contract Coordination & Contract Management**
- Coordinate vendor risk assessments with technology stakeholders and vendors
- Document risk remediation, contract termination contingency planning
- Lead or coordinate drafting of contract and contract coordination
- Leverage Service Management and Cost Accounting offices to create and manage vendor SLAs and corresponding vendor metrics
- Coordinate review of business and legal terms & conditions with Technology and Legal
- Properly archive all draft and final versions of contracts
- Archive bids, process specifications, test and progress reports, and other exhibits as necessary.

**On-going Monitoring & Periodic Review**
- Assist with on-boarding of new vendor
- Proactively maintain vendor register which captures the key details of every vendor
- Coordinate on-going collection and archiving of performance monitoring
- Manage non-compliant performance escalations and dispute resolution with Vendors
- Work with internal legal and other teams to ensure vendor adherence and regular monitoring in relation to vendor risk and policy compliance.
- Seek continuous improvement opportunities and implement initiatives to drive savings, pursue efficiencies, and increase vendor effectiveness
- Review and verify contractual obligations, invoice charges, and financial commitments against baseline.

**Contract Exit or Renewal**
- Maintain contract renewal schedule
- Proactively inform technology of impending renewals
- Review and summarize termination provisions and off-boarding provisions
- Perform contract review and present renewal recommendation
- Coordinate renewal or termination of contract.

Any other job-related duties and/or projects that may be assigned.

Minimum Requirements

**Skills, Knowledge, Experience and Education**
- Bachelor’s Degree/College Diploma in Computer Science, Management Information Systems (MIS), Engineering or Business Administration, or equivalent
- Minimum of 2 years of previous experience in a relevant role with exposure to a variety of IT vendors (software, hardware, communications, professional services)
- Demonstrated understanding of the Vendor Management Lifecycle (VMLC) framework.

**Core Competencies**
- Detail oriented follow through
- Takes ownership of tasks and works independently
- Excellent organizational, time management and prioritization skills
- Customer focused self-starter
- Strong relationship building skills
- Well developed communication skills (both written and verbal)
- Good analytical and critical review skills
- Adaptable to changing circumstances and priorities
- Ability to self-confidently and professionally deal with external vendors and employees at a variety of levels
- Previous vendor management experience, including the use of vendor management software is a must

Additional Requirements
- Prior experience within the real estate industry is an advantage.

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