Contracts, Tendering and Customer Service Specialist

Customer Service, Contracts & Tendering Specialist - Canada

Position can be based in Montréal, Québec City, or Ontario

MUST have medical device contract experience with Canadian hospitals

English/French Bilingual REQUIRED

Caldera Medical’s Mission – To Improve the Quality of Life for Women!

Canada is Caldera Medical's only direct market outside the US, operating in a tender‑driven public healthcare procurement environment dominated by Provincial Health Authorities. With 119 active customers, this role is the operational backbone of the Canadian commercial operation. The Specialist manages the full tender lifecycle, administers active contracts, ensures vendor compliance with all Provincial Health Systems, processes and fulfills orders, manages invoicing and accounts receivable, and provides structured reporting to Canada Sales Management and International HQ.

• Daily monitoring of all Provincial and national tender portals (MERX, Bidsync, BC Bid, SEAO/Quebec, APC, Ontario Tenders, etc.); manage Canadian module of company‑wide Tenders Platform.
• Prepare, submit, and follow up complete, compliant tender responses; maintain live Tender Pipeline report for Canada Management and VP International.
• Administer all 119 active customer contracts - terms, pricing, volumes, renewal dates, compliance; manage renewal cycles proactively.
• Receive, process, and confirm purchase orders in ERP/CRM; coordinate fulfillment with 3PL partners; track shipments and communicate proactively with customers.
• Complete and maintain up‑to‑date vendor registration for all Provincial Health Systems and GPOs; monitor/renew vendor qualifications and certifications.
• Ensure timely and accurate invoice generation; manage accounts receivable; follow up on overdue invoices and reconcile payments in ERP.
• Coordinate with customs brokers and 3PL partners for compliant cross‑border shipments; maintain Health Canada device licensing compliance.
• Generate and distribute regular operational reports: order status, AR aging, tender pipeline, contract status, and KPI dashboards.

• Deep knowledge of Canadian public healthcare procurement and Provincial Health System tender processes
• Bilingual English and French - written and spoken (mandatory)
• Advanced ERP proficiency (Oracle Fusion, SAP, or equivalent) - power‑user level
  * CRM proficiency (Salesforce or equivalent)
• Advanced Microsoft Excel: pivot tables, Power Query, financial modeling
• AI tools proficiency: daily use for document generation, data analysis, and process automation
• Detail orientation and process discipline - zero tolerance for missed deadlines
• Proactive communication with customers, health authorities, and internal teams

• University degree in Business Administration, Commerce, Supply Chain, Healthcare Management, or related field.
• Min. 4-6 years in contracts management, public tendering, or procurement operations - ideally Canadian healthcare or medical device sector.
• Demonstrated experience with Provincial Health Authority procurement systems (MERX, SEAO, BC Bid, APC, etc.).
• Full bilingual English/French fluency - mandatory.
• ERP power‑user (Oracle Fusion/SAP/Net Suite). CRM (Salesforce).
• Advanced Excel. AI tools proficiency. Procurement certification (CPPO, CPPB, or equivalent) a strong asset.

• CAD 80, Annual Salary
• Bonus structure
• Healthcare Benefits
• Vacation
• Paid Holidays

(This role is being filled directly by our in‑house recruiting team. We are not working with outside agencies for this position.)

• A Culture of family and team… not a corporate goliath where…