Vendor Management Specialist

Vendor Management Specialist

Do you thrive in a fast-paced environment where collaboration and innovation are at the core of business? Reporting to the Program Manager, you will handle external vendor lifecycle in support of the implementation and delivery of facilities operations, design, construction and capital improvement projects. You will build and improve existing and new RFPs, develop and coordinate vendor service levels, trend analysis, quality assurance, and critical issues, and collaborate across departments and divisions to ensure business needs and requirements are met.

You will also support the creation of an Asset Management/Capital Planning Program and strategy by collaborating with partners, and manage the development of facilities multi-year capital plan and operating budgets through data and process analysis and reporting. If you are passionate about developing processes and contracts, and maintaining vendor relationships to craft new strategies, then this role is for you!

About the Role

• Lead, prepare, and review RFPs, RFQs, RFTs, and requisition processes for assigned programs including sourcing and selecting of potential vendors and writing and issuing of documentation, build RFP evaluation criteria, and negotiate vendor contracts to support the departments and ensure conformance to LCBO policies.
• Act as a liaison on behalf of the department’s contract owners and Legal and Procurement, coordinate governance, and assist with critical issues and schedules.
• Provide technical advice for new scope for existing contracts to suggest areas of development, maintenance, and revision in contracts procedures and specifications.
• Develop financial forecasting/budgeting using contract spent reports to support preparation and administration of RFPs, RFP evaluations and negotiations.
• Understand and support multiple contracts, and develop and manage databases to support vendor management programs by including measured SLAs to supervise vendor performance.
• Build, review, and refine vendor performance evaluation criteria, and maintain records of Contractor’s/Vendor’s performance.
• Facilitate vendor meetings, assist in vendor inquiries, discuss contract performance related escalations, and conduct program reviews to ensure contract results are provided on time.
• Lead the type and quality of data required to ensure accurate reporting, troubleshoot areas of poor quality, and conduct root cause analysis.
• Develop and implement control mechanisms and reports to capture costs and monitor project and program performance.
• Monitor vendor performance by completing service level audits based on established metrics and taking the vital action to ensure continuous and consistent performance.
• Responsible in developing Facilities’ Capital Planning strategy supporting Facilities Lifecycle Information Management System.

• Lead in preparation of rolling multi-year Facilities Capital Plan and budget forecasts (operating & capital) for preservation and rehabilitation of assets.
• Assume responsibility for establishing, implementing, and improving facility portfolio reporting based on inventory information, make recommendations for improved data management, and consolidate facility data for comprehensive capital programs’ (emergency or preventative) planning and tracking, approval and assignment of funding.
• Ongoing data mining process such as exploration, and pattern identification for validation and verification.
• Deploying capital planning approved software for aggregating asset information.

About You

• Post-secondary education related to facilities management or engineering, contract and vendor management, retail operations, and/or real estate.
• 3-5 years’ meaningful work experience in PMP, Facility Management or Asset Management Professional designations is an asset.
• Experience in asset management and facilities capital planning.
• Experience in handling vendors, working with maintenance contracts and programs, and project/program management principles.
• Sound understanding of contract management, and strategic sourcing process including RFP preparation, evaluation, contract preparation, negotiation.
• Familiarity with capital planning and computerized maintenance software applications.
• Familiarity with B.O.M. A. (Building Owners and Managers Association) life cycle standards or some equivalent measure, and solid understanding of building systems and capital costing.
• Demonstrated ability to identify issues, develop strategies, and recommend long term solutions.
• Familiarity of Construction Lien Act and Canadian Construction Documents Committee (CCDC) standards and templates.
• Experience with data analysis and interpretation, database management, and ability to conduct quantitative and qualitative research, application of program evaluation methodology/techniques and design of programs and services, likely acquired through some experience and/or education in Business.
• Advanced digital literacy using various software application packages with bias to database analysis, Microsoft Office (Word, Excel, Outlook, Project, Access, PowerPoint, SharePoint), Oracle, capital planning and FM software.

Please submit your resume to lcbo.com/careers by 11:59pm on Thursday, October 22, 2020 to be considered for this position.

Diversity and inclusion matter at the LCBO. If contacted for an interview, please advise if you require accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.