Hybrid Vendor Analyst

at McCarthy Tétrault

• Job title: Vendor Analyst
• Job type: Contract
• Experience level: Mid level, Senior
• Salary: CA$80,000 - CA$85,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Toronto, Canada

About the role

• Vendor Analyst managing vendor contracts, renewals, and spend control at McCarthy Tétrault. Overseeing procurement and financial management in a collaborative hybrid environment.

Responsibilities

• Creating and issuing contract extensions using templates, and making sure all necessary parties have signed.
• Submitting records of these to vendors and entering them into Firm’s database.
• Entering all vendor information into the VMO Database/Coupa P2P, including copies of all documentation, such as Purchase Orders (POs), Non-Disclosure Agreements (NDA), Master Service Agreements (MSA), Statements of Work (SOW), and budget tracking sheets.
• Creating monthly Vendor Spend Reports, matching results with budget and investigating any abnormal changes from previous months.
• Creating SOW's by collaborating with internal and external parties.
• Reviewing and revising SOW's from frequently used vendors.
• Engaging in vendor meetings to support and assess existing vendors and to evaluate potential vendors.
• Collaborating with internal partners and external partners for all project-related and BAU purchases.
• Managing vendor escalations as required.
• Creating sourcing documents as required i.e. RFP, RFQ, RFI.
• Ensuring that security protocol is followed including liaising with the vendor and IT Security Team to ensure that vendor questionnaires and assessments are completed, and are reviewed on an annual basis.
• Working with vendors to investigate any missing shipments.
• Preparing comprehensive vendor analysis for functional group directors as required.
• Ensuring that contract extensions are facilitated prior to an expiry date.
• Researching and analyzing contractual documentation for all relevant information such as contract type, contract amendments and contractual obligation.
• Managing incoming invoices via Coupa P2P and ensuring timely payment by filing with Accounts Payable (A/P) for processing.
• Managing, logging, and matching invoices with purchase orders, and ensuring no variance between the budgeted and invoiced amounts.
• Comparing invoices with terms/conditions, contracts, POs, and previous month’s invoices in order to assure correct billing.
• Investigating invoices returned from A/P if unable to be paid in regards to corrections needed, improper vendors or coding.
• Investigating past due invoices and communicating findings to vendors and or A/P.
• Obtaining multiple quotes for IT purchases to ensure that the best pricing is obtained.
• Facilitating training for all users of the Coupa P2P application on processes.
• Managing the P2P application by creating templates, PMC updating ARG, creating PO templates, maintaining user profiles, vendor information, managing GL links for ARG.
• Creating and/or update documents to support day-to day tasks (PC advisory - document, Software renewals calendar, PMC Handbook).

Requirements

• Undergraduate degree or college diploma in business, finance or related field preferred but not required.
• Minimum 3 years of experience in similar procurement and/or financial environment.
• Superior interpersonal and client service skills and comfortable working with senior executives, internal clients, staff and vendors.
• Must be able to maintain confidentiality.
• Excellent verbal and written communication skills, including the ability to solicit cooperation without authority.
• Great attention to accuracy and detail along with exceptional analytical skills.
• Self-starter who takes initiative with exceptional organizational and time management skills, and who works efficiently with minimum supervision.
• Creative problem solver with great ability to multi-task.
• Ability to maintain a fast pace and manage multiple demands under pressure by prioritizing, being practical and results-oriented.
• High level of service orientation with the ability to problem solve independently and practically.
• Ability to develop strong professional relationships.

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm.
• Competitive compensation including paid overtime.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.