Clerk IV (Vendor Management Lead)

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

Job summary

Join a forward-thinking city committed to sustainability and reconciliation as a Vendor Management Lead. This role involves creating and managing contracts that align with the operational needs of Engineering Services. Collaborate with various departments to ensure cohesive contract practices while fostering strong relationships with vendors. Your analytical skills will help identify trends and improve service performance. Be part of an innovative and inclusive workplace that values diverse perspectives and contributions, making a positive impact on the community.

Benefits

Flexible Work Program

Diversity and Inclusion Commitment

Professional Development Opportunities

Qualifications

• Experience in project management or contract administration preferred.
• Ability to gather and analyze business requirements effectively.

Responsibilities

• Drafting, negotiating, and finalizing contracts for Engineering Services.
• Analyzing performance data to identify trends and risks.

Skills

Contract Management

Project Management

Negotiation Skills

Analytical Skills

Communication Skills

Problem Solving

Education

High School Diploma

Courses in Contract Management

Tools

Contract Management Software

Microsoft Office Suite

Job description

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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. The role works closely with the Contract Management Team to achieve departmental objectives.

This position reports to the Manager of Contract Management Services. It 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. It collaborates with other departments such as Legal, Procurement, and Finance to ensure cohesive contract management practices.

Specific Duties & Responsibilities

• Supporting and developing contracts by collaborating with internal clients within Engineering Services to understand their technical service needs and complex business processes, translating these into detailed Scopes of Work (SOW) for contracted services, and ensuring clarity and alignment with organizational goals. The role involves drafting, negotiating, and finalizing contracts that reflect the gathered business requirements and operational objectives.
• Acting as the primary point of contact for resolving high-level service deficiencies and contract-related disputes, working collaboratively with vendors and internal stakeholders to achieve timely and effective resolutions, minimizing disruptions to operations.
• Developing and implementing key performance indicators (KPIs) in collaboration with internal clients to measure the performance of contracted services.
• Analyzing performance data to identify trends, risks, and opportunities for improvement, and providing detailed reports to internal clients and senior management.
• Conducting process analysis to identify inefficiencies and areas for improvement within the Contract Management Lifecycle. Developing and implementing process improvements and initiatives to enhance operational efficiencies and reduce organizational risk.
• Fostering strong working relationships with vendors, ensuring mutual understanding of the City of Vancouver’s goals. Conducting regular performance reviews with vendors, providing feedback and corrective actions as necessary.
• Managing contracts within the Contract Management Services portfolio, providing excellent customer service and end-to-end contract support.
• Developing and implementing a Contract Management Plan for each contract/supplier to meet organizational needs and objectives.
• Leading branch working groups with internal teams to gather feedback on vendor/contract performance and identify improvement opportunities.
• Supporting the development and implementation of contract management frameworks, policies, and procedures aligned with organizational goals and regulatory requirements.

Qualifications

Education and Experience:

• High school graduation, preferably including or supplemented by courses in Contract Management or related fields. Considerable experience in a role involving specialized clerical tasks, 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:

• Extensive knowledge of departmental functions and applicable rules and regulations.
• Basic knowledge of municipal or utility operations.
• Thorough knowledge of correct punctuation, grammatical usage, and a good vocabulary for preparing contracts, business letters, reports, and related material.
• Ability to operate in a dynamic, collaborative environment, requiring flexibility and adaptability to changing priorities and deadlines.
• Decision-making skills based on established precedents and resourcefulness in solving problems.
• Ability to plan and manage contracts successfully.
• Proficiency with contract management software and technology solutions.
• Strong analytical skills 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 stakeholder relationships.
• Critical thinking and problem-solving skills for addressing contract challenges.
• Proficiency in Microsoft Office Suite and relevant software tools.
• Ability to meet transportation requirements.

Operational flexibility is supported by the City of Vancouver’s Flexible Work Program, allowing staff to work a hybrid schedule from locations within a commutable distance from the city worksite. Currently, this position is eligible for the program.

Additional Details

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

Application Close: May 18, 2025

Equal Opportunity Statement

At the City of Vancouver, we are committed to a diverse workforce that reflects our community. Indigenous peoples, people of colour, 2SLGBTQ+ persons, including all genders, and persons with disabilities are encouraged to apply. Accommodations are available upon request during the selection process. Learn more about our commitment to diversity and inclusion.

Application Instructions

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Applications should include a cover letter and resume, highlighting relevant skills and experience. Additional questions related to the role may be part of the application process, taking approximately 5-10 minutes.