Procurement Specialist

Position Overview

Sources, evaluates, and negotiates contracts for the supplies, services, and equipment needed to operate the clients’ buildings and facilities. Identifies suitable vendors, ensures service quality and timely delivery, manages supplier relationships, and identifies cost-saving opportunities for materials and services such as maintenance, cleaning, snow removal, landscaping, and supplies.

Key Responsibilities

Supplier Management

• Research and identify potential suppliers for various facility-related goods and services.
• Onboard new vendors and update vendor records in the system.
• Monitor supplier performance and quality delivery.
• Maintain strong relationships with existing suppliers to address issues, ensure process improvements, and stay updated on innovative trends.
• Review and track vendors Certificate of Insurance (COI) compliance.

Stakeholder and Requirements Management

• Liaise with US-based procurement, Facilities Management (FM), and Legal teams to align on requirements and timelines.
• Provide timely updates and ensure clear communication.
• Support procurement and FM teams with documentation and follow-up.
• Work closely with FM teams and clients to understand their needs and procure necessary items.

Core Responsibilities

• Execute sourcing processes (RFQs, bid analysis, supplier onboarding) for FM categories.
• Manage and be responsible for multiple procurement procedures by drafting scopes of work in coordination with the operations team and other tender and bidding documentation.
• Manage and be responsible for the evaluation of bids and drafting of evaluation documents.
• Identify opportunities to reduce costs by analyzing data and executing on the procurement strategy.
• Be proactive in follow-up and issue resolution.
• Communicate clearly and professionally by phone and email.
• Provide updates and progress reports promptly and accurately.
• Identify risks and act proactively to mitigate them; when needed, raise them to the senior team for action.
• Manage multiple priorities and deadlines in a remote, cross-border environment.

Education

• Bachelor’s degree in business, administration, supply chain, or related field.

Previous Experience

• 5+ years’ procurement or sourcing experience in indirect services and goods.
• Experience with procurement management systems, MS Office, and Smartsheet.
• Experience in real estate and facilities management is highly desirable.

Targeted Competencies

• Ability to identify and develop strategies for sourcing the best quality service at the best cost for the business.
• Proficiency in analyzing large datasets to identify cost-saving opportunities, understand market trends and make informed decisions.
• Deep understanding of budgets, cost structures, financial metrics and forecasting to manage costs effectively and identify savings.
• Ability to identify risks and disruptions throughout the procurement process.
• Strong skills to effectively communicate with stakeholders at all levels and build strong relationships with suppliers and internal teams.
• Advanced negotiation skills.
• Capacity to identify and resolve unexpected hurdles and challenges that arise during the procurement process.
• Ability to build and maintain strong, collaborative relationships with key suppliers and internal stakeholders.
• Ability to think ahead, anticipate future trends and develop long-term strategies.
• Willingness to embrace new technologies, adapt to market changes, and continuously learn and develop new skills.
• Strong follow-up and organizational skills.
• Comfortable making and receiving phone calls.
• Meticulous approach to detail and spotting errors.
• Ability to work independently or as part of a team.
• Very fluent in English (written and spoken).
• Proficient in MS Office and Smartsheet.