Job Description
Overview Reporting to the Manager, Premises, the Premises Procurement Specialist is responsible for ensuring that all procurement functions of the department are established and executed. The position ensures the department adheres to policies, standards, business rules, procurement trade laws, and legal agreements while actively seeking to increase value by aligning corporate needs with industry best practices. The Premises Procurement Specialist, leads activities within the department’s procurement processes, providing oversight and leadership and coordinates departmental procurement plans. The position is responsible for developing and monitoring processes, procedures, and standards, and for providing leadership and guidance in their application. The Premises Procurement Specialist acts as a primary point of contact and resource for procurement within the department. The Premises Procurement Specialist executes the research, planning, and development of specifications and assessments to address medium to complex tenders, performs analysis of submitted vendor proposals, and negotiates moderately complex agreements. The position also reviews and enhances procurement deliverables by others in the department and provides oversight to ensure tenders adhere to a strategic procurement framework. Responsibilities Ensure corporate tendering/Request for Quotation procedures are in accordance with Corporate Directives, procurement trade law, and corporate and departmental purchasing procedures. In conjunction with Legal, develop terms and conditions of tendering ensuring adequate specifications for clarity, compliance with trade law, and openness to competitive bidding. Ensure tender specifications result in awarded work that complies with acts, codes, legislation, and regulations, including health and safety and environmental standards. Lead cross-functional teams in strategic procurement initiatives. Provide oversight, direction, and assistance to the team on procurement strategies and delivery options, the tender process, the preparation of tender documents, and vendor proposal evaluations on the medium through to complex tenders. Execute medium to complex tenders and negotiate moderately complex agreements. Develop procurement strategies and procurement solution recommendations that take into account, but are not limited to, risk, total cost of ownership, audit and compliance, asset management, cost/benefits, and proposal assessments. Identify and engage with key stakeholders to determine corporate requirements. Conduct in-depth market research and investigations for products and services. Develop general and technical specifications and evaluation criteria with emphasis on total cost, quality, performance, reliability, maintainability, availability, and value, while ensuring that standards are met. Ensure fair and balanced evaluation criteria are utilized and measured in award recommendations and can be supported and defended. Support the implementation of new corporate policies, procedures, and strategic initiatives. Provide analysis and identification of risks and issues as they arise in the various functions within procurement, and escalate, with recommendations, to management. Provide support and expertise in the development of solutions for moderate to complex business and procurement issues that may arise. Collaborate with peers and management on strategic and tactical planning, and the development of capital and operating plans and budgets. Lead and monitor departmental procurement activities, short- and long-term plans, strategies, and timelines. Develop, update, and monitor departmental procurement processes and standards to ensure activities are processed efficiently and within guidelines, controls are established and adhered to, and procedures are well documented and shared. Interpret agreements and provide advisory services to manage corporate expectations around the provision and/or delivery of products and services. Participate in vendor performance discussions and resolve escalated vendor issues. Oversee procurement of market value and replacement cost of new appraisals for the Corporation. Prepare the annual statement of values for corporate-owned and leased properties and other assets with input from internal and external resources. Qualifications Degree in Engineering, Interior Design, Architecture, or a related discipline Five (5) years of practical property/facility management experience, including three years of project management experience in a leadership capacity. Four (4) years of progressive experience in procurement working with a variety of goods and services, and with the tendering process. ~ OR Certificate or Diploma in Engineering Technology; Real Property Administrator or Facility Management Administrator designations from the Building Owners and Management Institute (BOMI); Facility Management Professional or Certified Facility Manager certification from or the International Facility Management Association (IFMA); any certified designation from Construction Specifications Canada (CSC); Property Management or related discipline. Seven (7) years of practical property management experience, including three years of project management experience in a leadership capacity. Four (4) years of progressive experience in procurement working with a variety of goods and services, and with the tendering process. Related experience in property/facility management procurement and tendering process is an asset. Supply Chain Management Professional designation (SCMP) is an asset. Advanced communication skills to present and/or convey complex or technical information in a concise and straightforward manner to various audiences. Working knowledge of building systems (mechanical, electrical, fire safety, etc.), health and safety, and environmental standards Knowledgeable of Canadian procurement law and the Canadian Free Trade Agreement and the New West Partnership Trade Agreement.