Strategic Sourcing Associate

Mohawk Medbuy Corporation; Toronto; Hybrid; CAD 54,000 - 63,000; Full time

Job summary

Mohawk Medbuy Corporation is seeking a Strategic Sourcing Associate to support the Furniture, Fixtures and Equipment (FF&E) team within the Strategic Sourcing group. The role involves coordinating procurement activities, managing RFx processes, and maintaining contract documentation while supporting member services and supplier relations.

Occasional onsite travel to hospitals from London to Ottawa is required.

Qualifications

• Proficient with MS Office and electronic tendering platforms.
• Excellent written and verbal communication skills.
• Experience in purchasing/sourcing environment preferred but not required.

Responsibilities

• Coordinate and support the procurement process across stages of the procurement cycle.
• Prepare and manage RFx documents (RFQ/RFP/RFI) and contract files.
• Assist in vendor quotes, limited tenders, and contract extensions within thresholds.
• Maintain procurement and contract management systems with up-to-date data.
• Support member customer service and supplier relations, addressing inquiries and issue resolution.
• Track cost savings and maintain auditable contract documentation.
• Travel to MMC Member Sites from London to Ottawa as needed for projects.

Skills

MS Office

Electronic Tendering

Communication skills

Education

Post secondary degree or diploma

Job description

We are currently recruiting for a full-time Strategic Sourcing Associate to support our Furniture, Fixtures and Equipment (FF&E) team within our Strategic Sourcing team. This role will require occasional visits onsite to member hospitals from London to Ottawa based on project needs.

Position Overview

Reporting to a Senior Manager, Strategic Sourcing or Director, Strategic Sourcing, this position is responsible for coordinating and supporting the Sourcing Team through all stages of the procurement process as well as contract management of existing contracts. Primary objectives include coordinating and supporting all elements of the RFP process following BPS guidelines and implementing resulting contracts. The role will support Member customer service, supplier relations, and issue resolution when required.

The role must be proficient in all aspects of the MMC Procurement Systems (Microsoft Business Central) and e-tendering sites (Bonfire, Biddingo). The role must also be able to execute basic procurement requests, such as obtaining vendor quotes under the Domestic Procurement Thresholds, executing Limited Tenders and/or contract extensions.

Key Responsibilities

Coordination and support of the procurement process

• Liaise with Members on initiatives, contract issues, committee action items, and strategic sourcing inquiries.
• Participate in the initiative process and supplier meetings to ensure understanding of initiatives.
• Develop and manage documentation pertaining to all assigned initiatives, including NDAs, COIs and other procurement documentation.
• Schedule proponent meetings and webinars related to initiatives.
• Schedule strategic working group/clinical expert group meetings with participating members.
• Assist in addressing inquiries from members regarding scoring, evaluation, and validations of sourcing events.
• Provide contract information and initiative expertise to other departments within Mohawk Medbuy.
• Maintain systems with up-to-date information around initiative milestones.
• Ensure the bid process is followed according to existing policies and procedures.
• Develop Request for Quotation, Request for Proposal and Request for Information based on customer requirements. Post RFx on electronic tendering portals.
• Act as a RFx Bid Administrator and provide bid analysis/evaluations with award recommendation as required to sourcing prime and WG members.
• Conduct systems and reports maintenance, training and troubleshooting, as required.
• Collaborate with the sourcing leads to update the comments in procurement systems.
• Prepare and maintain auditable working contract files and documentation for execution in the contracts system (in line with BPS).
• Maintain and update the contract management system for all contracts and amendments throughout the entire contract period.
• Reply to the proponent's questions in collaboration with the sourcing lead.
• Assist and/or prepare load sheets for all internal stakeholders.
• Create contracts in the ERP system.
• Provide local contract management issue support during term of agreement.
• Provide input on "other" contract management activity - e.g. Hospital New Technology/Product requests, Budgetary Quotes, Trial Evaluation Agreements, etc.
• Manage contract landscape and proactively meet with end users to review upcoming contract expiries and landscape.
• Administer transactions for major supply and service agreements and equipment, which includes monitoring compliance with terms and conditions.
• Review material specifications with customer groups through meetings and ongoing communication with suppliers to acquire the best value (cost, quality, delivery, warranty) for material and services.
• Develop and maintain strong customer relationships.
• Track and report cost savings based on established guidelines.
• Lead and coordinate project activities as required.

Support Contract Management, Member customer service, supplier relations and issue resolution, as required

• Accountable for the ongoing management of existing contracts (product/Member additions), issue resolution, pricing changes
• Interfacing with Members on answering questions/queries on the contracts and delivering exceptional customer service.
• Review and verify product and service requests from customers
• Gather and analyze supplier data and information to determine the viability of new suppliers.
• Advise customers of marketplace information through general discussions and/or meetings. Distribute pertinent information and literature (e.g., product catalogues, pricing guidelines, supplier information)
• Provide timely communication of project status with internal and external customers and elevate issues to the Sourcing Lead or Sr. Manager as appropriate.
• Contribute/assist team members when needed.

Other

• Pursue continuous learning.
• Assist with new staff training and orientation as required.
• Other duties and tasks as assigned

Qualifications and Skills

Skills and Competencies

• Demonstrated knowledge in all facets of MS Office platforms, and Electronic Tendering systems.
• Demonstrated proficient communication skills both written and oral.

Education, Training, and Experience

Mandatory

• Post secondary degree or diploma
• 1 to 2 years’ experience in a purchasing/sourcing environment, knowledge of suppliers and dealing with people in differing levels of profession/position.
• Excellent interpersonal skills with a high concentration on Customer Service.
• Attention to detail and high level of accuracy.
• Adaptability with a desire to learn.
• Proven organizational and time management skills.
• Demonstrated follow-up abilities.
• Results orientated.
• Self-starter, highly motivated, works well without constant supervision.
• Demonstrated ability to organize, control and coordinate various activities in a fast-paced, ever- changing environment.
• Knowledge/experience in materials provisioning and understanding of business and legal issues.

Preferred

• Three (3) to five (5) years' experience in a purchasing/sourcing environment.
• CSCMP, CPIM, CPPO or CPPB designation
• Good understanding of the P2P, supply chain and related ERP processes
• Previous experience with Contract Lifecycle Management Software
• Contract development and negotiation experience
• Broader Public Sector and Ontario Public Service Procurement Directives RFx experience

Travel

• Ability to travel to Mohawk Medbuy offices if required.
• Ability to travel to MMC Member Sites from London to Ottawa as required for project needs.

As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Human Resources.

MMC is a Healthcare of Ontario Pension Plan (HOOPP) employer offering a comprehensive benefits package and flexible hybrid work options. The targeted hiring range of this role is $53,736 - $62,980 dependent on experience. This job posting is for an existing vacancy.

At MMC, people remain at the center of our hiring process. We may use artificial intelligence (AI) tools to support certain aspects of recruitment, reviewing applications, analyzing resumes, and summarizing interviews. These tools are designed to assist our recruitment team and do not replace human judgment or decision-making. Every candidate is reviewed and evaluated by qualified individuals, and all hiring decisions involve meaningful human oversight. We take steps to help ensure our use of AI is appropriate, fair, and consistent with applicable privacy, human rights, and employment laws.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should any accommodation be required. Mohawk Medbuy is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA).

About Us:

Mohawk Medbuy Corporation (MMC) is a national, not-for-profit, shared services organization that supports hundreds of health care providers across Canada, as well as child welfare agencies and other public sector organizations. MMC provides value-driven contracting and procurement solutions for medical/surgical supplies, pharmaceutical products, local sourcing, capital (equipment, FF&E and redevelopment) and nutrition solutions. Other services include data analytics, in-hospital support, warehousing/logistics, technology, procure-to-pay, and accounts payable.

With an emerging focus on sustainability and reconciliation with Indigenous Peoples, MMC is actively supporting the creation of a resilient value chain that incorporates environmental, social and governance best practices. Based in Burlington, ON, the organization also has offices in Toronto, Thunder Bay, Kingston, Brantford, London and Chatham, and a distribution centre in Oakville.