Vendor Management Specialist
4 weeks ago
Job Overview
At McCarthy Tétrault, we pride ourselves on offering dynamic and fulfilling career paths. Our workplace culture emphasizes professional excellence, teamwork, innovation, and entrepreneurial spirit. We are committed to fostering an inclusive environment and providing our employees with the resources and opportunities necessary for personal and professional growth.
This role is situated in a hybrid work setting.
Key Responsibilities of the Vendor Analyst include:
- Drafting and issuing contract renewals utilizing established templates, ensuring all relevant parties have provided their signatures, and maintaining records in the Firm's database.
- Inputting comprehensive vendor data into the VMO Database/Coupa P2P, including all pertinent documentation such as Purchase Orders (POs), Non-Disclosure Agreements (NDA), Master Service Agreements (MSA), Statements of Work (SOW), and budget tracking sheets.
- Generating monthly Vendor Spend Reports, reconciling results with budget expectations, and investigating any significant discrepancies from prior months.
- Collaborating with both internal and external stakeholders to create and review SOWs from frequently utilized vendors.
- Participating in vendor meetings to evaluate current vendors and assess potential new vendors.
- Working closely with internal and external partners for all project-related and routine purchases.
- Addressing vendor escalations as necessary.
- Preparing sourcing documents as needed, including RFPs, RFQs, and RFIs.
- Ensuring compliance with security protocols by coordinating with vendors and the IT Security Team to complete and review vendor assessments annually.
- Assisting vendors in resolving issues related to missing shipments.
- Compiling detailed vendor analyses for functional group directors as required.
- Facilitating contract renewals before expiration dates.
- Conducting research and analysis of contractual documents to extract relevant information such as contract types, amendments, and obligations.
Procure to Pay and Spend Control Management
- Overseeing incoming invoices via Coupa P2P and ensuring timely processing by Accounts Payable (A/P).
- Logging and reconciling invoices with purchase orders, ensuring alignment with budgeted amounts.
- Verifying invoices against terms, contracts, POs, and previous invoices to ensure accurate billing.
- Investigating any invoices returned from A/P due to necessary corrections or vendor issues.
- Following up on overdue invoices and communicating findings to vendors and A/P.
- Obtaining multiple quotes for IT-related purchases to secure the best pricing.
- Providing training for users of the Coupa P2P application on relevant processes.
- Managing the P2P application by creating templates, updating profiles, and maintaining vendor information.
- Developing and updating documents to support daily operations.
- Regularly checking Coupa to ensure the accuracy of questioned invoices and contracts.
- Investigating and addressing issues directly with vendors related to the P2P environment and participating in regular discussions.
Subscription and Service Renewals Management
- Overseeing subscriptions and service renewals, confirming ongoing service requirements.
- Validating the number of licenses/users with the appropriate departments.
- Confirming costs and contract terms with vendors.
- Monitoring cost increases and negotiating for the best possible rates.
- Updating Coupa to ensure all renewals are accurately captured.
- Creating and maintaining tracking systems to ensure proactive management of all renewals.
Additional Responsibilities
- Managing Coupa for all assigned contracts and general inquiries.
Ideal Candidate Profile:
- A degree or diploma in business, finance, or a related field is preferred but not mandatory.
- A minimum of 6-10 years of experience in a similar procurement or financial role.
- Exceptional interpersonal and client service skills, comfortable engaging with senior executives, internal clients, staff, and vendors.
- Ability to maintain confidentiality.
- Strong verbal and written communication skills, with the ability to foster cooperation without authority.
- Keen attention to detail and accuracy, coupled with excellent analytical abilities.
- A self-starter with strong organizational and time management skills, capable of working efficiently with minimal supervision.
- A creative problem solver with the ability to manage multiple tasks effectively.
- Capacity to thrive in a fast-paced environment and prioritize effectively under pressure.
- A high level of service orientation with the ability to independently resolve issues.
- Ability to cultivate strong professional relationships.
Benefits of Joining McCarthy Tétrault:
- Comprehensive benefits from day one, including insurance premiums covered by the Firm and reimbursements for wellness and technology.
- Competitive salary, paid overtime, and generous time off, including a volunteer day and a birthday day off.
- Commitment to professional development and growth opportunities for all employees, supported by a culture that values two-way feedback.
- Strong community engagement and a dedication to equity, diversity, and inclusion.
- A collaborative culture that connects legal and business teams through shared goals.
We appreciate the interest of all applicants in McCarthy Tétrault; however, only those selected for further consideration will be contacted. We are unable to respond to individual inquiries regarding application status. McCarthy Tétrault is an equal opportunity employer that promotes an inclusive, equitable, and accessible workplace. Please inform us if you require accommodations during the recruitment process.
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