Senior Specialist Marketing Finance and Vendor Procurement

It’s an exciting time to be at OSL Retail Services, working for a people focused company that’s at the top of its game. The momentum we’ve generated in recent years with our commitments to client customers, innovation, business results, and an entrepreneurial spirit has created energy, enthusiasm, and engagement among our employees that is pushing us to new heights. And we’re on the lookout for talented people who share our vision and values and want to join us in this journey.

The Company:

OSL was established in 2012 in Mississauga, Ontario, to provide clients with customized designed sales solutions in retail, direct sales, merchandising and customer acquisition.

Our culture is our foundation. Passionate employees, great customer service and long-term relationships are all built upon that foundation. We value people, passion, honesty, respect, and integrity. Our Vision is to be the premier sales organization in North America by 2025, enriching the lives of all people and the communities we live in. Our Values are, Belonging, Collaboration, Responsibility, Passion, Over Achievement, and Innovation.

The Position: Contract 18 months

We are currently seeking a Senior Specialist Marketing Finance and Vendor Procurement. In this fast-paced dynamic department, the primary focus will be ensuring finance guidelines and procurement policy through approval of marketing Proposals and Payment Requests, training and driving the correct behaviors of business stakeholders are met. Performing complex data analysis to identify new marketing vendor sourcing, expand vendor pool and other cost optimization opportunities to generate cost savings for categories managed.

Responsible for developing and performing financial, operational, system and process audits of the company’s business units and outsourced operations.   Recommendations for improvements based on findings are a key requirement.  The position is also responsible for maintaining the company’s overall internal control environment.  Participation in internal audits directed by HQ and external audits is also part of the role. The position requires audit experience and the ability to interact with management at all levels. Some special projects within the finance team will also form part of the overall role. The position accountability lies in ensuring that divisional, local and foreign budgets are planned, forecasted and spent according to the direction of management and within the boundaries of expenditure set-up by the management.

What you’re responsible for:

Marketing Finance 70%

• Manage all business-directed cost center creation, workflow changes, and Campaign (MP) reallocations.
• Analyze and approve all marketing budget approval forms (PP/). Ongoing follow up on approvals to ensure completed within required timeframes.
• Audit and approve all marketing payment request (PR) submissions from Marketing divisions to ensure invoice policy is adhered, backups and taxation is compliant.
• Communicate with the marketing managers and power users to ensure accruals are used within 3 months, and to close all the left-over accruals after 3 months.
• Lead for month-end closing activities: GFP month-end system closing and accrual vs. negative accrual check and balance
• Facilitate Marketing Finance process training and reinforcement to Marketing and Sales Teams
• Maintain marketing vendor relations and improve vendor billing quality and process efficiencies
• Accrual follow up to receive invoices within 25 days of the activity happening.
• Validate the invoices by checking tax, vendor info, duplication, Budget source and etc., and process it into the GFP system once it gets verified. Ensure the invoice verification and processing is happening on daily basis.
• Follow up any payment issues with the vendor or customer.
• Follow up with approvers to ensure all payments are approved and can be paid within 30 days.
• Contact and liaise with main vendors to receive outstanding AR list, as well as follow up on outstanding items.
• Manage the checkbook and MP Tracker to provide clear view of marketing expense to the management and the executive team
• ensuring that the checkbook information is accurate.
• Provide accurate forecasting to ensure that divisional P/L impact is prepared and foreseen. Also review and track monthly accrual feasibility and monitor divisional forecasting and accuracy.
• Ensure all FOC orders are shipped before required delivery date. Reconcile the budget after it is billed in the GFP system.
• Prepare ad-hoc reports for HQ, NAHQ and internal management to fulfill their requirements.
• Deliver audit fieldwork according to established schedule.
• Recommend internal control improvements that may include operational enhancements or efficiencies.
• Lead or participate in HQ and external audits as required.

Procurement 30%

• Manage both ATL & BTL activities and with primary focus on ATL activities.
• Perform marketing vendor onboarding registering process in compliance with procurement standards, controls, and risk management. Includes maintaining vendor relations, contract renewal terms, and vendor on-site inspection.
• Lead the development of departmental procedures and templates to further Finance objectives across the organization.
• Responsible for supplier sourcing and negotiation of procurement costs, including process steps such as supplier research, category/market research, data analysis on timeline schedule/cost/scope, maintaining baseline, RFP/RFI/RFQ, bid management, and cost benefit offer analysis.
• Assists in the communication of registering and purchasing policies and practices to relevant groups of employees, customers, and internal business units.
• Prepares and presents reports providing information to identify purchasing requirements and communicates and reports performance against plans and business objectives.
• Manages projects and activities to ensure conformance to plans and the timely and effective achievement of results.
• Responsible for post-bid management, which includes activities such as spend analysis and post project evaluation with Project Owner.
• Review Marketing project requests and examine appropriate vendors by open bidding or quotation.
• Ensure the budget is secured through PP approval (ensure the standard steps are enforced).
• Aid vendors to submit the bids or quotes within the planned timeline.
• Review documents submitted by vendors to ensure that the winning bid is selected based on the best of interest of the Company (e.g. Cost effectiveness/saving, content, capability, etc.
• Analyze the bids with historical marketing spend and current market trend to ensure cost efficiency.
• Co-work with project owner to finalize the winning bid and submit for approval.
• Prepare monthly report on BQMS statistics (bidding, quotation, contract and delivery confirmation, etc.) to Management.
• Conduct periodic analysis and evaluation of BQMS related data.
• Manage contract change when original approved contract needs to be altered due to revised work scope.
• Any Ad Hoc report requested by Management for BQMS Marketing.
• Provide training to internal users (Project Owner) as well as external users (Vendors) of BQMS.
• Assist in onsite vendor visits to qualify vendors for Marketing use.

To join our team:

• University degree or College equivalent (Business Administration, Commerce or Accounting) preferred
• 3+ years of related finance planning and/or accounting experience; purchasing experience, strategic sourcing
• Experience with an ERP system, preferably SAP
• Knowledge and understanding of sourcing/procurement systems; bid management
• Excellent written and oral communication and presentation skills with ability to present control analysis and recommendations with clarity and professionalism
• Ability to think analytically, communicate complex issues, and develop control recommendations
• Negotiation skills and ability to influence
• Excel and Power Point Skills
• Procurement knowledge or background is an asset

What we offer:

• A competitive base salary of $70-80K
• Training and development opportunities to grow your career with one of Canada’s Best Managed Companies
• A supportive workplace culture and work environment 

If this sounds like you and you’re excited to be a member of our team, please apply now. 

We thank all interested applicants; however, only qualified candidates will be contacted.  This position requires the successful completion of a criminal background check.

Disclaimer: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.  

OSL is committed to an inclusive workplace that does not discriminate against race, nationality, religion, age, marital status, physical or mental disability, sexual orientation, gender, or gender identity. We believe in diversity and encourage any qualified individual to apply.