Job Board Title:
VENDOR RELATIONS SPECIALIST - PROCUREMENT

Post Date
6/12/2025

Expiration Date
6/25/2025

Details:
Are you currently working in public procurement and want a new challenge?  Then check out the Vendor Relations Specialist position at the City of Hamilton.  This position is responsible for the City's brand new Vendor Performance Program just launched on June 10, 2025.  Come and be a part of a great dynamic team of professionals!


SUMMARY OF DUTIES

Reporting to the Manager, Procurement - Policy & Contracts, the Vendor Relations Specialist – Procurement provides expert support and guidance in the administration of the vendor performance program.  Responsible for vendor related activities such as procurement contracts and any conflict mitigation or resolution across the City.

The Vendor Relations Specialist - Procurement will also establish and maintain vendor relationships by fostering communication between the City and its providers in order to ensure that products and services are delivered according to contract details.


GENERAL DUTIES

Mentors and provides guidance to staff and client departments in vendor management related to vendor contracts and vendor management.

Conducts research on vendors, products and services, reviews vendor information; identifies and qualifies vendors for specific requirements.

Manages projects in a variety of staff resource configurations ranging from individual work to cross-departmental and consultant teams, providing leadership and guidance.

Uses a “best practices” approach in seeking new methods, systems, research and analysis to support ongoing continuous improvement in the delivery of services.  Monitors the budget for the program in accordance with established Corporate procedures, ensures that program expenditures are within budgeted levels.

Develops strategies to improve effectiveness and efficiencies in delivering services to meet mandated goals and objectives. Works collaboratively with all Procurement staff and project delivery teams throughout the City to incorporate best practices, a fair and supportable mechanism to evaluate vendor performance on City Contracts

Develops and delivers appropriate training, including development of process specific modules utilizing a variety of delivery methods including in-class, video and online training.  Training to be delivered to staff, management and community stakeholders.

Delivers metrics, for measuring and determining vendor performance, service delivery, quality and pricing.

Oversees and administers the vendor management module for the collection of vendor performance records/evaluations.  Responsible for the collection of vendor performance records from client departments.

Reviews performance results and makes recommendations for correction to the applicable client department to ensure satisfaction with delivered products and services.  Addresses any problems or concerns.

Establishes vendor relationships by conducting quarterly and annual business reviews for major vendors.

Collects documentation and data to defend the City’s interests and to reduce its risk exposure related to vendor/contractor claim.

Provides interpretation of contract terms and mediates disagreements in coordination with the client department and the Manager, Procurement - Strategic Sourcing.

Assists client departments with monitoring vendor performance against procurement contracts, examines measured results for problem determination and root cause analysis.  Provides advice on appropriate action to correct failed activities, functions and processes. Guides service activities to maintain and enhance the gains achieved through corrective actions.

Develops, and delivers techniques, practices, and procedures for vendor performance in a manner that best protects the City’s interests in collaboration with internal stakeholders (i.e. Legal, Risk, Procurement, IT Security, Privacy Officers, Finance).

Implements and maintains change control processes and procedures in vendor performance administration, in collaboration with the Manager, Policy and Contracts and stakeholders.

Coordinates and participates, when requested, in working committees regarding vendor performance. 

Negotiates terms, agreements, and other related issues with consultants, contractors, and other third-party agents in collaboration with the client department and Finance.

Establishes and maintains regular written and in-person communications with vendors, city staff regarding pertinent contract strategies and activities.

Develops Council presentation material related to vendor performance  as requested by Director of Procurement

May be assigned to an initiative or project requiring the individual to take direction from other Procurement Manager and/or Project Manager.

Acts on behalf of Manager, Procurement - Policy & Contracts , in his/her absence as required.

Performs other duties as assigned which are directly related to the major responsibilities of the position.



Qualifications:
  1. University Degree or College Diploma in Business Administration or related discipline or an equivalent combination of education and relevant business experience.
  2. Demonstrated experience in progressively responsible positions in the public procurement industry.
  3. Experience with the preparation of RFPs contract tender documentation and a working knowledge of procurement software and applications.
  4. Well-developed planning and organizational skills, with developed innovative and solutions-oriented problem-solving skills.
  5. Knowledge of project management fundamentals.
  6. Knowledge of public procurement standards.
  7. Ability to prioritize and execute tasks in a high-pressure environment.  Ability to make sound and logical judgements.
  8. Experience working in a team-oriented, collaborative environment.
  9. Knowledge of and experience in the utilization of project management principles.
  10. Proven analytical and problem-solving abilities.
  11. Strong interpersonal, written, and oral communication skills.

 



Comments:
Currently is a hybrid work environment with no less than 2 days in office.
Non-union, full time permanent position

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Employer:
City of Hamilton

Website:
https://cityofhamilton.bamboohr.com/careers