Procurement Specialist

Location: North York, ON – Hybrid (2–3 days on-site per week)

Contract Duration: 6 months, with the possibility of extension (up to an additional 1.5 years in 6-month increments)

Working Hours: Monday–Friday, 35 hours per week

Potential Start Date: December 2025 – January 2026

Job Title: Procurement Specialist

Position Summary

Reporting to the Category Manager, the Procurement Specialist leads end-to-end procurement activities for large, complex, and high-value professional services within an assigned category. This includes managing design/build requirements, engineering and architectural services, technical services, and other strategic sourcing needs in alignment with Procurement Policies, procedures, and Construction Law principles.

The Procurement Specialist develops and executes sourcing strategies that support business objectives, drives supplier negotiations, analyzes market trends, enhances procurement processes, and ensures cost-effective, compliant, and high-quality procurement outcomes. This role collaborates closely with internal stakeholders, external vendors, Legal, and other departmental groups while promoting a respectful, inclusive, and harassment-free work environment.

Key Responsibilities

Strategic Sourcing & Procurement Leadership

- Lead full lifecycle procurement for complex, high-value services, ensuring compliance with policies and applicable laws.
- Develop and execute procurement and category strategies, including market research, supplier negotiations, and risk mitigation.
- Prepare commercial documentation for RFPs, RFBs, NRFPs, RFIs, ACANs, and pre-qualification processes.
- Review and provide input on non-competitive procurement justifications, negotiate terms, and secure final approvals.
- Act as the primary procurement contact for assigned categories, supporting internal clients and resolving procurement-related issues.

Client Collaboration & Advisory

- Provide guidance on procurement policies, deviations, and exceptions, applying expert knowledge of public sector procurement best practices.
- Participate in planning meetings, developing procurement strategies and contract documents for unique or complex requirements.
- Support engineering and consulting groups by creating procurement schedules (MS Project), drafting commercial strategies, pricing evaluations, and sourcing methodologies.

Process Management & Execution

- Manage procurement timelines, critical milestones, and interdependencies across tendering and evaluation processes.
- Prepare bid instructions, recommend updates to General Conditions, and develop defensible evaluation frameworks.
- Oversee in-market procurement activities including addenda, inquiries, consensus evaluations, interviews, and debriefs.
- Chair pre-bid meetings, site tours (including subway track tours during off-hours), negotiation sessions, and consensus evaluations.
- Use electronic bidding portal to manage proposal submissions, documentation flow, and evaluation scoring.

Analysis, Documentation & Governance

- Review all RFP/RFB submissions for commercial compliance and facilitate pricing evaluations.
- Conduct reference checks, prepare commercial analysis reports, and draft award recommendations.
- Contribute to Board Reports and participate in Board Meetings as required.
- Finalize contract terms, prepare award letters, purchase orders, and contract documents.
- Respond to vendor complaints and defend corporate positions as required.

Qualifications & Experience

- Minimum 3 years of procurement experience (public and private sector experience preferred).
- Strong understanding of public procurement principles, contract administration, tendering law, and strategic sourcing practices.
- Knowledge of supply markets, pricing trends, materials management, customs/tax considerations, and construction-related procurement.
- Excellent attention to detail, judgement, organizational skills, and written communication abilities.
- Strong oral communication and presentation skills, with the ability to advise and influence stakeholders.
- Proven analytical, problem-solving, and conflict-resolution skills.
- Ability to manage multiple priorities in a fast-paced, changing environment.
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
- Understanding of engineering, construction services, technical specifications, and related procurement requirements.
- Working knowledge of the Construction Act and relevant trade agreements (CFTA, CETA).

Education

- University degree or college diploma in Business, Commerce, Engineering, Supply Chain Management, or an equivalent combination of education and experience.

Assets

- Professional accreditation (e.g., SCMAO, OPBA).
- Public sector or transit procurement experience.
- Strong understanding of the Construction Act.
- Experience managing complex, high-value procurement processes—RFPs, NRFPs, negotiated contracts, specification review, compliance evaluation, and contract finalization.
- Experience with both binding and non-binding procurement processes.
- Experience facilitating Commercial Confidential Meetings (CCMs).
- Background in engineering design/technical services or IT procurement.