Job Description

Title: Procurement Specialist, Vendor Analytics & Compliance (*15 months contract*)

Reports To: Senior Manager, Vendor Analytics & Compliance

Position Summary: The Procurement Specialist, Vendor Analytics & Compliance reports to the Senior Manager, Vendor Analytics & Compliance and is accountable for the onboarding of new vendors, item master maintenance, and maintaining CAPREIT’s vendor compliance criteria.

Main responsibilities involve a wide variety of duties including, but not limited to the following:


Responsibilities:

Vendor Onboarding:

  • Acting point of contact for approved requests to add vendors through the Concierge or Yardi once live.
  • Ensuring that the proper documentation (Vendor Information Package, Certificate of Insurance, Workers’ Compensation Clearance Certificate, is received and entered under the Vendor Master Request form.
  • Conducting reference and background checks on new suppliers.
  • Profiling and identifying vendor’s categories, sub-categories, and specialization based on vendor request, Procurement, and stakeholder (Ops and Ops Services) feedback.
  • Work closely with Master Data Management (MDM) team to streamline Vendor Onboarding request process to creation of vendor in SAP or Yardi once live.
  • Working with the Senior Manager, Vendor Analytics and Compliance to ensure all newly added vendors are included in the vendor roster and vendor search tool.
  • Find efficiencies to streamline the vendor onboarding process.
  • Adhere to KPI’s on onboarding lead times.
  • Assisting the Senior Manager, Vendor Analytics & Compliance in any tasks deemed necessary

    • Vendor Compliance:

  • Assisting with the roll out and sustainment of a third-party risk management solution to assess vendors based on compliance criteria. This includes explaining the program requirements to internal and external stakeholders.
  • Assist with campaigns to register contractors and manage manual workaround process for vendors approved as exempt from platform.
  • Work closely with vendors to escalate non-compliance potentially leading to blocking vendors from work.
  • Participate in meetings with successful third-party solution provider.
  • Liaise with Compliance, EH&S, and Risk Management on vendor compliance requirements.
  • Train Operations and Operations Services on viewing vendor profiles in platform to understand vendor compliance status.
  • Work closely with Risk and Insurance to update the Vendor Risk Matrix as needed and request approval from Risk and Insurance team for exceptions to insurance requirements.
  • Address audit concerns regarding vendor compliance.
  • Maintain the Red Flag, Blacklist, Supplier Unfit dashboard and participate in the Vendor Performance Committee meetings

    • Item Catalogue & Data Management

  • Ensure all new and old onboarded vendors have pricing and item association enabled.
  • Assist the Recurring Contracts team on updating contract pricing.
  • Manage ad-hoc price changes from Procurement personnel and Operations.
  • Submit Item Master requests through the Concierge.
  • Create new item codes
  • Manage General ledger account codes for all items
  • Communicate updates to prices and items to all end users.
  • Maintain the Item Master dashboard.
  • Conduct Vendor price analysis to identify areas for potential price reductions.
  • Manage info records including: Correct provincial jurisdiction (Plant & Company code)Block/Remove items that are not applicableUpdate item descriptions to increase clarity and ease of use.

    • Other

  • Assist in any other procedure relating to Vendor Compliance, Onboarding process or vendor Offloading.
  • Update relevant Vendor information with regards to services offered.
  • Execute, determine, and conduct reportable vendor, item and category analytics.
  • Present analysis and findings to management and internal/external stakeholders to communicate KPIs and recommendations.

    • Qualifications:

  • College diploma or University degree in accounting, business, or a related field
  • Two or more years of related procurement experience
  • Certified Supply Chain Management Professional (SCMP) equivalent or in progress is an asset.
  • Strong analytical, organizational, and problem-solving skills
  • Superior attention to detail required.
  • Strong interpersonal skills and the ability to perform well in a team environment.
  • 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 Material Master (MM) Module or a similar ERP system
  • Bilingual (French) considered an asset.

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