Vendor and Contract Specialist

Employment Type: Full-Time, Permanent Department : Real Estate and Property Management Union: Excluded Salary: $45,000 - $55,000 File #: 26-REPM-04 Posting Date: September 15, 2026 Posting Close : September 28, 2026 Reason for vacancy: Replacement Position Summary Reporting to both the Director of Real Estate and Property Management, and Interim Director of IT and Procurement, the Procurement Specialist is responsible for strategizing and negotiating with suppliers and vendors to acquire the most cost-effective deals and to reduce procurement expenses.

Following the Procurement policy, the focus of this role will be on effectively managing the full spectrum of the purchasing process including, but not limited to, supplier/Vendor selection and management, contract/service/price negotiation, purchase order execution, timely delivery, and stock optimization. Duties and Responsibilities Supply Chain Development Works closely with the Interim Director IT and Procurement, provide oversight and overall direction, coordination, and evaluation of procurement for Dixon Hall.

Works with Directors to understand Procurement needs and requirements.

Provides oversight and overall direction, coordination, and evaluation of procurement for Dixon Hall. Implements best practice procurement vision, strategy, policies, processes, and procedures that are innovative and cost-effective to aid and improve operational performance Contributes to new organizational projects, reviews, and communicates the impact on purchasing activities Evaluates the challenges faced by Dixon Hall, mitigate risks and develop opportunities Controls the procurement budget and promotes a culture of long-term savings on procurement costs with individual programs Develops and implements policies and guidelines for delivering commercial and cost-effective procuring process for the organization Conducts business review meetings with key stakeholders to assess risk, reviews future strategies, and identify potential cost-down and improvement opportunities Provides daily, weekly, and monthly management reports on purchasing, controls and processes and monitors cost savings Monitors and updates relevant departments regarding price fluctuations of goods and vendor pricing Ensures that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and well-being of staff and clients Reviews marketplace for opportunities and threats to the supply chain for products in demand Builds relation with the vendor community to enhance product knowledge, service delivery and new materials outlook Develops RFx proposal processes and education for fair competition (Request for Proposals/Information/Quotes).

Procurement and Relationship Management Performs all procurement and contracting activities, including pre-qualification, tender management, negotiation, and preparation of contracts Assists with the creation, posting and review of all Request for Proposals and evaluation of candidates Performs risk assessments on all potential contracts and agreements Builds and maintains key relationships with business stakeholders, vendors and strategic supply partners to improve the organization Works collaboratively, negotiates and engages with key stakeholders to facilitate delivery and compliance with the purchasing strategy Negotiates contract terms and deadlines with vendors and suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues Reviews and ensures delivery of quality services along with pricing.

Manages technology systems that track the shipment, inventory, and supply of materials Approves purchase orders, organizes, and confirms delivery of goods and services Identifies cost reduction opportunities to achieve financial goals Works closely with the legal department to ensure contract terms are favourable to the organization Other duties as required Qualifications University degree or college diploma in supply chain management, logistics, business administration, or equivalent 3 years of experience in a purchasing management or similar role, preferably within a non-for-profit environment Experience using supply chain management software and tools In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms Proficient in Microsoft 365 (Word, Excel, PowerPoint, Outlook, SharePoint, and Teams) Strong Excel skills (pivot tables, lookups, conditional logic) and experience building reporting dashboards to track spending, savings, and vendor performance Experience with Power Automate (or similar workflow automation tools) to streamline approvals, tracking, and reporting processes Demonstrated success developing and maintaining effective working relationships with community organizations and major stakeholders.

Excellent written and verbal English language communication skills with a strong ability to exchange knowledge High level of judgement and integrity including excellent decision-making skills and a sense of urgency Must be qualified to work in Canada legally for the employer Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency Dixon Hall may use Artificial Intelligence-assisted tools during the recruitment process to support efficiency and consistency.

Final hiring decisions are made by the Human Resources team.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies.

If selected for an interview, please inform the hiring manager or the People and Culture team at peopleandculture@dixonhall.org of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences.

Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.

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