Procurement Category Specialist, Recurring Contracts and Supplier Management at CAPREIT

Title: Procurement Category Specialist, Recurring Contracts and Supplier Management

Reports to: Director, Recurring Contracts and Supplier Management

Position Summary: The 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.

Responsibilities

Main responsibilities involve a wide variety of duties including but not limited to; End to End Procurement Process including Strategy and Execution for assigned Real Estate Property Maintenance Service Categories, conducting requests for quotations/proposals, contract writing and negotiation, supplier management, budgeting and spend analysis.

Procurement Strategy and Vendor Relations

• Lead the end-to-end procurement process of assigned Property Maintenance spend categories working with business owners (Operations groups, Technical Services, Operations support groups).
• Proactively identify opportunities for leveraging spend across multiple Regions and/or bundling services
• 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 procurement strategy for expiring contracts or new service requirements.
• Meet with operations to review scope of work for new contract requirements and make sure the requirements are accurately reflected in RFx documents and subsequent contracts
• Analyze submitted proposals to identify total cost of ownership and prepare summary reports
• Prepare summary and recommendations to Operations on supplier(s) to be awarded focusing on cost savings, 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 & Financial Management

• Communicate upcoming renewals to Vendor and Operations
• Prioritize the review of expiring contracts and determine strategies and initiative timeline
• 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

• Conduct root cause analysis for recurring contract payment discrepancies and communicate to supplier, Procurement and Accounts Payable
• Responsible for reporting on all noncompliance (internal and external) procurement related issues
• Act as back-up to other team members 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
• 5 or more years of related procurement experience
• RFx 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
• 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 and/or Yardi considered an asset
• Experience with ARIBA considered an asset
• Bilingual (French) considered an asset