Vendor Management and Receiving Associate

Job Title: Vendor Management and Receiving Associate

Job Duration: 12+ Months

Work Type: Hybrid (3 days per week at the office: Tuesday, Wednesday, and Thursday; 2 days remote: Monday & Friday)

Location: Ottawa, ON K2G 6P9, Canada

Schedule: Monday-Friday 9-5

Position Summary:
As a vendor management and receiving clerk, you will own the entire vendor management and financial processes leading up to, but not including, invoice payment. You will be responsible for communications with, and between, internal and external teams regarding quotes and invoices, procedures, and budgets and be expected to be able to advise on the status of accounts regularly. Vendor compliance, purchase requisition/order preparation, invoice submission, contract management, and budget reconciliation will all fall under your purview.

Essential Functions / Key Areas of Responsibility:

1. Coordination of stakeholders and vendors for the receipt of quotes and contracts
2. Submission of quotes and contracts for validation with our Internal Teams and facilitating compliance with vendors
3. Maintenance of Confluence with vendor data
4. Timely, detail-oriented entry of Purchase Requisitions and Invoices using Oracle ERP
5. Regular tracking of renewals and requisitions
6. Participation in the preparation of annual budgets; maintenance of budget spreadsheet tracking each transaction
7. Point person for the resolution of vendor concerns

Minimum Requirements:

1. Knowledge of Finance
2. Perform Budget tracking and maintenance
3. Familiarity with Oracle iProcurement (bonus and very much preferred)
4. Familiarity with Confluence (bonus)
5. Ability to use Microsoft Excel for manipulating numbers and simplifying calculations
6. Customer service/communication skills
7. Multitasking/attending to multiple ‘projects’ in varied states at any given time
8. Familiarity with SaaS (bonus)
9. Ability to communicate effectively and work collaboratively with multiple stakeholders
10. Proven ability to work independently on assigned tasks
11. Ability to make sense of priorities and adhere to timelines and SLAs to avoid penalties and overdue charges from vendors.