Vendor Compliance Specialist

Job #10175

Division:
Finance

Affiliation:
Non-Union:
Management & Exempt

Vacancy Type:
Full-time Permanent

Grade: 07

Salary Range: 104, per year

Work Schedule:

Monday – Friday, 36.25 hours per week

Hybrid Eligible:
Yes

What We Offer

• Inclusive employee-led networks
• Minimum three (3) weeks paid annual vacation, increasing with service
• Four (4) paid personal days
• Defined benefit pension plan with OMERS, 100% employer match
• Health and dental benefits, including a health spending account
• Employee and family assistance program
• Maternity and parental leave top up (93% of base salary)
• Training and development programs, tuition reimbursement $1,500 per calendar year
• Fitness membership discount

Job Overview

The Vendor Compliance Specialist is responsible for managing the Vendor Compliance Office (VCO) relationship with internal business units and external vendors. They use writing and analysis skills to hold vendors accountable to contracts and improve tenant services.

Responsibilities – Business Unit/Internal Escalation

• Primary contact and escalation point for business unit vendor issues
• Investigate, analyze and resolve complex vendor performance and payment issues
• Review contracts, budgets, invoices, change orders and scope of work
• Compile analysis and recommend actions to VCO leadership
• Audit business unit actions to ensure compliance and best practices
• Engage Legal Services, Strategic Procurement and other units as needed
• Lead construction adjudication activities under Prompt Payment legislation
• Maintain timely updates of adjudication cases and close files promptly
• Build trust with business units through regular meetings and proactive monitoring
• Document investigations and support contractors with deliverables
• Manage proxy mailboxes related to business unit escalations

Responsibilities – Vendor/External Escalation

• Establish collaborative partnerships with vendors
• Facilitate communication between opposing parties in disputes
• Ensure fair and balanced penalties for vendor escalations
• Lead construction adjudication activities for vendor NOA
• Interview witnesses and assess confidential documents to investigate disputes
• Serve as primary contact for vendor concerns
• Engage vendors, business units and divisions for investigation and resolution
• Facilitate regular performance discussions with vendors
• Lead discussions with Design & Engineering to address repeated rejection of work
• Monitor proxy mailboxes supporting vendor escalations

Responsibilities – Vendor Performance Evaluation

• Administer evaluations across multiple divisions
• Audit evaluation scoring and comments for fairness
• Maintain relationships with business units and vendors regarding performance
• Analyze performance scorecards and lead follow-up discussions
• Monitor contract participation and vendor roster refreshes
• Facilitate disciplinary discussions as needed
• Update documentation and SOPs related to performance evaluation
• Support VCO staff including interns and temporary staff

Responsibilities – VCO Software Platform

• Support and maintain the VCO tool for vendor management
• Troubleshoot incidents and lead closure, engaging vendors when required
• Subject Matter Expert for the VCO tool
• Configure performance scorecard templates, dashboards & reports
• Generate reports on vendor performance and program health
• Provide training and documentation to internal stakeholders and vendors
• Coordinate with IT Security to ensure compliance

Responsibilities – Reporting & Analysis

• Produce detailed analysis and problem statement reports
• Review budgets, contracts, change orders and invoices
• Generate trend reports, KPIs and flag scorecard concerns
• Support executive and business unit decisions with ad-hoc reports
• Create annual VCO performance reports

Qualifications – What You’ll Need

• Post-secondary education in Business Administration, Communication, or equivalent
• Minimum six (6) years of client relationship management experience
• Minimum six (6) years of vendor management and stakeholder engagement
• Self-starter with strong attention to detail and ability to work independently
• Exceptional prioritization, organizational, oral and written communication skills
• Exceptional presentation, meeting facilitation, negotiation and conflict resolution skills
• Strong problem-solving and analytical skills; able to resolve operational and technical issues
• Proficient with Microsoft Office (Visio, Excel, Word, PowerPoint)
• Integrity in handling sensitive documents
• Ability to learn new software quickly

How to Apply

Submit your resume by 1/16/26. Selected candidates will be contacted for interviews, assessments and reference checks.

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