IT ASSET AND OFFICE MANAGEMENT ANALYST

Lallemand; Montreal (administrative region); On-site; CAD 65,000 - 90,000; Full time

Job summary

Lallemand, a privately held Canadian company with its headquarters in Montreal, is seeking a Facilities & Office Manager. You’ll coordinate office operations, procurement, maintenance services, and workplace vendors to ensure smooth daily functions.

The role involves contract and vendor management, budget tracking, IT asset/licence handling, and collaboration with local teams and global suppliers to deliver timely, compliant services worldwide.

Qualifications

• Familiarity with procurement processes, including purchase orders, vendor quotes, invoice reconciliation, and basic contract understanding.
• Experience supporting facilities or office operations, including service providers, maintenance contracts, and office supplies management.
• Organizational and documentation skills, with attention to detail.
• Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external suppliers.

Responsibilities

• Coordinate office operations, maintenance services, and workplace-related vendors.
• Manage office supply procurement and ensure availability of essential resources.
• Monitor facilities-related contracts and service performance.
• Track actual spend versus budget and maintain forecasts for building and office-related expenses.
• Act as a liaison between employees, vendors, and facility service providers to address operational issues.
• Support vendor evaluation, onboarding, contract administration, and performance reviews.
• Develop and maintain strong relationships with suppliers to ensure optimal pricing, service quality, responsiveness, and compliance with company requirements.
• Coordinate with local teams and global vendors to ensure timely delivery of IT hardware, software, and services worldwide.
• Escalate and resolve supplier-related issues impacting service delivery, procurement activities, or project timelines.

Skills

Organization

Communication

Documentation

Teamwork

Initiative

Time management

Attention to detail

Customer focus

Pressure handling

Bilingual English/French

Job description

• Coordinate office operations, maintenance services, and workplace-related vendors.
• Manage office supply procurement and ensure availability of essential resources.
• Monitor facilities-related contracts and service performance.
• Track actual spend versus budget and maintain forecasts for building and office-related expenses.
• Act as a liaison between employees, vendors, and facility service providers to address operational issues.
• Support vendor evaluation, onboarding, contract administration, and performance reviews.
• Develop and maintain strong relationships with suppliers to ensure optimal pricing, service quality, responsiveness, and compliance with company requirements.
• Coordinate with local teams and global vendors to ensure timely delivery of IT hardware, software, and services worldwide.
• Escalate and resolve supplier-related issues impacting service delivery, procurement activities, or project timelines.

Main Functions

Facilities & Office Management

• Coordinate office operations, maintenance services, and workplace-related vendors.
• Manage office supply procurement and ensure availability of essential resources.
• Monitor facilities-related contracts and service performance.
• Track actual spend versus budget and maintain forecasts for building and office-related expenses.
• Act as a liaison between employees, vendors, and facility service providers to address operational issues.
• Support vendor evaluation, onboarding, contract administration, and performance reviews.
• Develop and maintain strong relationships with suppliers to ensure optimal pricing, service quality, responsiveness, and compliance with company requirements.
• Coordinate with local teams and global vendors to ensure timely delivery of IT hardware, software, and services worldwide.
• Escalate and resolve supplier-related issues impacting service delivery, procurement activities, or project timelines.

Vendor Management

• Support vendor evaluation, onboarding, contract administration, and performance reviews.
• Develop and maintain strong relationships with suppliers to ensure optimal pricing, service quality, responsiveness, and compliance with company requirements.
• Coordinate with local teams and global vendors to ensure timely delivery of IT hardware, software, and services worldwide.
• Escalate and resolve supplier-related issues impacting service delivery, procurement activities, or project timelines.

Software Asset & Licence Management

• Procure, assign, reclaim, transfer, and renew software licences to meet business requirements.
• Maintain accurate records of software entitlements, deployments, and licence allocations.
• Support software audits and ensure compliance with vendor licensing agreements.

Contract Management

• Maintain a central repository of contracts related to IT assets, software, telecom services, and managed services.
• Monitor contract terms, renewal dates, pricing changes, and vendor obligations.
• Ensure appropriate stakeholders are informed of upcoming renewals, expirations, and contractual risks.
• Support contract negotiations by providing historical spending, utilisation, and vendor performance information.
• Maintain contract documentation and respond to contract-related inquiries from IT and business teams.

Procurement Management

• Support procurement activities for IT hardware, software, telecommunications, and infrastructure across multiple countries.
• Ensure purchasing activities comply with corporate procurement policies, standards, and budget requirements.
• Create and track purchase orders.
• Coordinate vendor onboarding activities and support invoice validation and reconciliation processes.
• Work closely with Finance, Accounts Payable, and IT teams to ensure timely processing of purchases and payments.

Hardware Inventory & Stock Management

• Receive, record, and track IT hardware inventory in asset management systems.
• Maintain accurate stock records and ensure appropriate inventory levels are available to support business needs.
• Perform monthly inventory reconciliations and investigate discrepancies.
• Coordinate equipment shipments, transfers, returns, and disposals in accordance with company policies.
• Support periodic asset audits and inventory verification activities.

Technical skills

Required

• Familiarity with procurement processes, including purchase orders, vendor quotes, invoice reconciliation, and basic contract understanding.
• Experience supporting facilities or office operations, including service providers, maintenance contracts, and office supplies management.
• Organizational and documentation skills, with attention to detail.
• Strong written and verbal communication skills with the ability to collaborate effectively across departments and with external suppliers.

Personal abilities

Required

• Strong communication and interpersonal skills.
• Sense of initiative, resourcefulness, and autonomy.
• Great team spirit; team player.
• Work efficiently / Organized / Good time management.
• Attention to detail.
• Must have a strong customer and quality focus.
• Be able to work occasionally under pressure.
• Working proficiency in English and French. A advanced level of English, both spoken and written, is required for this position due to the job responsibilities, including international procurement and International inventory checks. The successful candidate will use this language on a daily basis.

General criteria

Required

• 5-day work on premises to follow-up closely on procurement, stock management and building management activities.

Organization

Lallemand is a privately held Canadian company founded in the late 19th century, which develops, produces, and markets microorganisms for various markets. The administrative offices of the parent company are in Montreal, Canada. Today, Lallemand employs more than 6,500 people working in more than 45 countries on 5 continents.

Lallemand's corporate division encompasses all of the support services offered to our branches. Its goal is to optimize internal processes, ensure that your operation is running smoothly, and that your strategy is well thought-out.

Our corporate branch's head office is located in Montreal, Canada, and relies on a team that specializes in: Management; Finance and accounting; Engineering; Research and Development (R&D); Human Resources (HR); and Information Technology (IT). If you want to help bring enthusiasm, collaboration and innovation to our workplace, we'd love to get to know you!

Please take note that accommodations will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.