Enterprise Vendor Relationship Manager

Job Description

Posted on: 
Jun 20, 2022

About Us

The Ontario Cannabis Store provides safe, responsible access to recreational cannabis for adults 19 and older. We operate the sole legal online store for recreational cannabis in Ontario and we are the provincial wholesaler of cannabis for private retail stores.

Working at the OCS is a unique opportunity to be part of an agile start-up in a ground-breaking new industry. We’re a diverse team passionate about delivering a great customer experience, working together with mutual respect and building value out of our differences. We’re an inclusive organization that understands that delivering great results comes out of ensuring every voice is heard.

About the Role

The Enterprise Vendor Relationship Manager (EVRM) will be responsible for, and the primary subject matter expertise channel between internal OCS functional areas and external vendors that have been segmented and deemed critical to the OCS. This role will be responsible for refining and applying the OCS Vendor Management Framework (VMF) to critical vendors through the application of contract and vendor relationship management.

This role will be responsible and accountable for the organizational implementation and execution of the vendor management framework to all OCS functional areas. They will provide guidelines and material support for Business Areas as they comply with their obligations to manage their contracts service requirements by creating effective vendor management scorecards and dashboards across multiple internal and external stakeholders.

The EVRM will lead and assist the Director, Strategic Procurement in the implementation of technology including a vendor performance management platform for the vendor management framework. Once implemented, taking accountability as the business product platform owner.

This role will be responsible for the collection of all contract and vendor performance data for their portfolio of critical vendors, and in addition, will collect all contract and vendor performance data for the business areas and will monitor compliance.

The role will be responsible for analytics and reporting that is generated from scorecards and other data sources as it relates to the critical vendor portfolio, and work with the business areas in the various clusters to do same. In addition, the EVRM will assist as required with the implementation and/or onboarding of critical business processes or partnerships involving third party vendors.

About Your Day

  • Lead, develop and create the engagement strategy for the critical vendor portfolio to ensure proper cadence to drive successful outcomes.
  • Work with internal OCS teams to integrate vendor management requirements into their methodologies and disciplines (e.g., performance, adherence to SLA/SLOs KPIs etc.).
  • Develop annual strategic plan for critical vendor portfolio and implement strategic direction across all relevant business units
  • Participate in the strategic planning and vendor analysis drawing on knowledge of the supply market from previous partner analysis by drawing on knowledge of the supply market and previous vendor management experience
  • Collaborate with Procurement staff to ensure VMF approaches, and practices are incorporated into Strategic Procurement activities (e.g., competitive processes, annual Strategic Procurement planning, category strategies etc.).
  • Manage vendor relationships to align with the business' strategic goals and objectives, understanding and reconciling competing priorities and evolving business requirements.
  • Evaluate vendor performance against agreed service levels by utilizing vendor scorecards and assessments to ensure the prompt and thorough resolution/escalation of performance issues, understanding/managing risks associated with customer-facing activities.
  • Develop understanding of technical/business aspects of vendor services, identify synergies, seek continuous improvement opportunities, and implement initiatives to drive service delivery optimization, savings, pursue efficiencies, lower risk, and increase capacity.
  • Act as subject matter expert and work with Procurement staff and business areas on contractual terms and conditions, and their commercial implications to the business.
  • Develop, retain, and publish (internally) in-depth knowledge and expertise of marketplace and industry developments pertaining to vendor relationship(s), category and business requirements.
  • Lead and manage the application of the VMF to the critical vendor portfolio using contract management and vendor relationship management.
  • Conduct vendor segmentation exercises on the critical vendor portfolio to determine the current and future disposition; review portfolios annually and reclassify as required
  • Act as a neutral party within the organization in the resolution of inter-Business Area disputes or Business Area/Vendor disputes concerning evaluations. This role will also provide guidelines and process for the execution of incentives and consequences.
  • Working closely and in partnership with the Legal Team, provide leadership, where required, on Strategic Partner management and contract management activities such as: contract reviews, risk assessments, warranty claims, contract segmentation, compliance with regulatory requirements, finance, procurements, development of contract scorecards and response plans for contract and Strategic Partner risks.
  • Working closely and in partnership with the Legal Team, organize, assemble, and chair regular meetings with internal business areas, and external vendors to review service delivery, contractual commitments, compliance with contract terms and conditions, and vendor governance. Prepare reports for critical vendor performance, tracking related to contract compliance, performance metrics (e.g. SLA, SLO, KPI etc.), internal customer surveys, risk program, dashboards and through ad-hoc feedback from business areas.
  • Act as a champion for the VMF both internally and externally, championing a VMF culture that is rooted in reciprocal benefit, mutual trust, transparency, and accountability
  • Working with the Procurement Coordinator (and/or other procurement services staff) monitor service credits &/or penalties against vendor performance in accordance with contractual commitments, and review negotiated rates, rebate programs and volume thresholds against aggregated spend, invoice charges, and financial commitments.
  • Create and conduct regular financial retrospectives to review vendor invoices and facilitate the resolution/escalation of invoice or credit abnormalities in accordance with the contact terms and conditions.
  • Responsible for the continuous application of financial/contract analytics to provide information for annual budgets and identify any cost reduction opportunities.
  • Conduct analytics and reporting on vendor performance, deficiencies, remediation, and improvement at a business area, and enterprise level
  • Obtain and verify vendor warranties, financial checks, certificates, and others as required and ensure these are reviewed annually
  • In collaboration with Procurement staff, finance, and legal, manage issues of vendor non-compliance through the procurement and contract lifecycles
  • Lead and manage a team through the provision of guidance and leadership, maximizing individual and team growth through development and coaching discussions with the objective of ensuring successful execution of the Vendor Management Program
  • Identify and enable development and stretch opportunities where appropriate
  • Conduct the hiring, performance management, and termination process
  • Allocate work, establish, and monitor performance objectives, ensure effective performance management of staff, and provide expert guidance and expertise to staff
  • Drive collaboration and development to maximize individual and team growth
  • Identify resource requirements and constraints, and develop action plans to mitigate
  • Ensures current policies, procedures, processes, and best practices are understood by staff and team and are being applied consistently
  • Provide leadership and education through effective communication and guidance to ensure the staff is engaged, informed and understand new developments within the division/organization, legislative changes, policies, procedures, and guidelines so they can provide knowledgeable and high-quality services
  • Lead and participate in the implementation and delivery of procurement and vendor management improvement initiatives and enhancements
  • Ensure risk management, quality management and continuous improvement monitoring, information and performance metrics are established to analyze and evaluate the effectiveness of the VMF
  • Review and analyze existing programs and processes for effectiveness and efficiencies, and develop strategies for improvement
  • Promote collaborative partner focused approaches to Vendor Management which will deliver cost reduction and/or enhance and improve service delivery, and mitigate risk to actualize optimal business outcomes
  • Promote an inclusive, diverse, and welcoming culture that encourages empowerment and encourages innovation, the free flow of ideas, questioning reasons for process, and proposing efficiencies and solutions

About You

  • 5 years in a leadership, SRM, Vendor Management, or partner relationship management role.
  • Post- secondary degree or equivalent
  • Intermediate MS Office skills
  • Conflict resolution, negotiation, facilitation, and interpersonal skills

About the Job

  • City: Toronto, ON
  • Employment Type: Full-time, permanent
  • Required Travel: Yes, within the GTA
  • Application Deadline: June 2, 2022, at 11:59pm

We are committed to providing an accessible, equitable and inclusive candidate and employee experience. We provide reasonable accommodation throughout the recruitment process and in employment. If you require an accommodation, please let us know, we will work with you to meet your needs.


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