Clerk IV (Vendor Management Lead)

City of Vancouver; Vancouver; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

Join a forward-thinking city committed to sustainability and equity as a Vendor Management Lead. In this vital role, you'll support contract management by collaborating with internal teams, analyzing vendor performance, and ensuring alignment with organizational goals. Your expertise will help shape efficient processes and foster strong vendor relationships, all while contributing to a workplace that values diversity and inclusion. This is an exciting opportunity to make a meaningful impact in a vibrant community, ensuring that the city continues to thrive as one of the most liveable places in the world.

Qualifications

• Experience in contract management and administration.
• Proficient in analyzing business requirements and drafting contracts.

Responsibilities

• Support contract development and manage vendor relationships.
• Analyze performance data to identify trends and improve processes.

Skills

Contract Management

Project Management

Analytical Skills

Communication Skills

Negotiation Skills

Problem-Solving Skills

Education

High School Diploma

Courses in Contract Management

Tools

Contract Management Software

Microsoft Office Suite

Job description

Clerk IV (Vendor Management Lead)

Requisition ID:43244

Organization
Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose & Function
The Vendor Management Lead plays a crucial role in supporting the Contract Management Services Manager by focusing on creating and managing contracts that align with the technical and operational needs of the main stakeholders within Engineering Services and works closely with the Contract Management Team to achieve departmental objectives.

This position reports to the Manager of Contract Management Services. The position monitors and measures central dispatch processes and vendor service performance to maintain established metrics; and liaises with Technology Services teams to support business technology tools. Collaborates with other department such as Legal, Procurement, and Finance, to ensure cohesive contract management practices.

Specific Duties & Responsibilities

• Contract support & development including collaborating with internal clients within Engineering Services to understand their technical service needs and complex business processes, translate business requirements into detailed Scopes of Work (SOW) for contracted services, ensuring clarity and alignment with organizational goals and the ability to draft, make recommendations on negotiations, and finalize contracts that reflect the gathered business requirements and operational objectives.
• Dispute resolution including acting as the primary point of contact for resolving high-level service deficiencies and contract-related disputes. Works collaboratively with vendors and internal stakeholders to achieve timely and effective resolutions, minimizing disruptions to operations.
• Develops and implements key performance indicators (KPIs) in collaboration with internal clients to measure the performance of contracted services.
• Analyzes performance measurement data to identify trends, risks, and opportunities for improvement and provides detailed reports to internal clients and senior management.
• Conducts process analysis to identify inefficiencies and areas for improvement within the Contract Management Lifecycle. Develops and implements process improvements & initiatives to enhance operational efficiencies, and to reduce risk to the organization.
• Fosters strong working relationships with vendors, ensuring a mutual understanding of City of Vancouver’s alignment and goals. Conduct regular performance reviews with vendors, providing feedback and corrective actions as necessary.
• Manage contracts within the Contract Management Services portfolio, providing excellent customer service and end-to-end contract support.
• Develops and implements a Contract Management Plan for each contract/supplier to ensure that the needs of the organization are met and objectives are achieved.
• Leads Branch working groups with internal teams to gather feedback on vendor/contract performance and identify improvement opportunities.
• Supports the development and implementation of contract management frameworks, policies, and procedures that align with organizational goals and regulatory requirements.

Qualifications
Education and Experience:

• High school graduation preferably including or supplemented by courses in Contract Management, or related courses. Considerable experience in a role involving specialized clerical experience and skills related to task management, project management, or contract administration preferably in Engineering Operations, or an equivalent combination of training and experience.
• Experience in gathering and analyzing business requirements and translating them into detailed contractual documents.

Knowledge, Skills and Abilities:

• Considerable knowledge of the functions of the department and of the rules and regulations which govern departmental activities.
• Basic knowledge of municipal or utility operations.
• Thorough knowledge of correct punctuation, grammatical usage and a good vocabulary for preparation of contracts, business letters, reports and material related to the work.
• Ability to operate in a dynamic and collaborative environment, requiring flexibility and adaptability to changing priorities and deadlines.
• Ability to make decisions in the light of established precedents and resourcefulness in solving problems.
• Ability to plan the successful execution and management of contracts.
• Proficiency with contract management software and technology solutions.
• Strong analytical skills with the ability to interpret contract terms and conditions.
• Excellent communication, negotiation, and conflict resolution skills.
• Ability to work independently and make informed decisions within established guidelines.
• Ability to develop and maintain positive relationships with internal and external stakeholders.
• Critical thinking and problem-solving skills to address contract-related challenges effectively.
• Proficiency in Microsoft Office Suite and other relevant software tools.
• Ability to meet transportation requirements.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department:Engineering Services (1300)

Affiliation:CUPE 15 Non Pks

Employment Type:Temporary Full Time

Position Start Date:June, 2025

Position End Date:June, 2026

Salary Information: Pay Grade GR-019: $34.30to $40.34per hour

Application Close: May 18, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all gendersand persons with disabilities are encouraged to apply.Accommodations will be provided upon request during the selection process. Learn more aboutour commitment to diversity and inclusion.

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