Vendor analyst (12-month contract)

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada's Top 100 Employers and one of Canada's Best Diversity Employers. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position can be based out of Toronto or Calgary. McCarthy Tétrault employees benefit from a hybrid work environment.

The Vendor Management Office (VMO) provides centralized vendor and contract management for McCarthy Tétrault. We are responsible for negotiating and monitoring all vendor engagements and retaining a centralized repository of vendor contracts. We work with business partners throughout the organization to provide strategic support, including market analysis and enhancing various control standards. A key focus of this team is to enhance line-of-sight into spending, drive cost savings and ensure adherence to spend control policies.

As a Vendor Analyst, you will be:

Daily Activities

• 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.

Procure to Pay and Spend Control Management

• 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).
• Checking Coupa daily to ensure that questioned invoices and contracts are accurate.
• Investigate and submit issues directly to the vendor related to the P2P environment and attend regular meetings to discuss.

Subscription and Service Renewals Management

• Managing subscriptions/service renewals including confirming whether services are still required.
• Verifying number of licenses/users with appropriate department.
• Verifying costs and contract terms with vendors.
• Keeping tabs on rising costs and negotiating for lowest possible costs.
• Updating Coupa to ensure renewals are captured.
• Creating and maintaining tracking sheets/matrices to ensure all renewals are captured correctly and proactively managed.

Other - Additional

• Managing Coupa for all assigned contracts and general intakes

As our ideal candidate, you will distinguish yourself by the following profile:

• Undergraduate degree or college diploma in business, finance or related field preferred but not required.

• Minimum 6-10 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.

As a member of the McCarthy team, you will have access to:

• 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.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.