Procurement & Vendor Management Specialist

Position: Procurement and Vendor Management Specialist Department: Human Resources Employment Status: Full-Time Reports To: Vice President, HIS Internal Control Location: Hybrid Your Career Opportunity TravelBrands is seeking a highly organized and commercially minded Procurement & Vendor Management Specialist to support procurement, sourcing, vendor management and contract administration activities across the organization. Working closely with IT, Operations, Finance and other business functions, this role will manage procurement processes from initial business requirements and competitive sourcing through vendor evaluation, selection, contracting and ongoing vendor management. A key responsibility of this position will be establishing and maintaining a comprehensive, centralized inventory of Company contracts and vendor agreements, ensuring that contractual information is accurate, complete, professionally maintained and proactively monitored. The successful candidate will combine strong analytical and organizational skills with sound commercial judgment and the ability to work effectively with both internal stakeholders and external vendors. How You Will Be Spending Your Time Procurement & Strategic Sourcing Coordinate and manage end-to-end procurement and sourcing activities for products and services. Partner with IT, Operations, Finance and other departments to understand business requirements, specifications, timelines and budget considerations. Develop, draft, coordinate and issue Requests for Proposal (RFPs), Requests for Quotation (RFQs), Requests for Information (RFIs) and other competitive sourcing documents. Establish appropriate evaluation criteria and coordinate the vendor evaluation and selection process. Research the marketplace and identify qualified potential vendors and service providers. Review and analyze vendor submissions, including pricing, capabilities, service levels, implementation requirements and overall commercial value. Prepare professional bid comparisons, recommendations and supporting documentation to facilitate business decisions. Coordinate vendor presentations, demonstrations, clarification meetings and follow-up discussions. Support commercial negotiations related to pricing, terms, renewals, service levels and other contractual requirements. Identify opportunities for cost savings, improved commercial terms, vendor consolidation and procurement efficiencies. Vendor Due Diligence & Management Conduct appropriate due diligence and validation of new and existing vendors prior to engagement. Coordinate vendor documentation and ensure required corporate, financial, insurance, compliance, information security and other relevant documentation is obtained, where applicable. Maintain accurate and up-to-date vendor information and supporting records. Support ongoing vendor performance management, including service-level monitoring and periodic vendor reviews. Identify and escalate vendor performance, compliance, financial or contractual concerns as appropriate. Contract Management & Administration Create, implement and maintain a centralized inventory/register of all Company vendor and supplier contracts. Ensure executed contracts, amendments, statements of work, renewals and other supporting documents are appropriately organized, recorded and readily accessible. Maintain accurate contract information, including vendor, business owner, contract value, effective date, expiry date, renewal provisions, notice periods, payment terms and other key contractual obligations. Establish a consistent and professional contract-management process and documentation structure. Proactively monitor contract expiration and renewal dates and provide sufficient advance notice to business owners to allow for review, renegotiation, competitive sourcing or termination where appropriate. Coordinate with internal stakeholders and Legal, where required, to facilitate contract reviews, amendments and renewals. Ensure appropr…

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