Subcontracts Administrator in Ottawa, Ontario

Company Description

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Job Description

AECOM’s Design & Consulting Services (DCS) is seeking an exceptionally talented Subcontracts Administrator to be a project delivery leader supporting the Americas Canada Region. This position can be based out of any of our Canadian offices (preference for Montreal, QC) with opportunities for hybrid work available.

Job Summary:

As a member of AECOM’s Procurement & Supply Chain Job Family Group and leader in DCS’ Procurement Operations organization, you will be embedded across all business lines as their primary point-of-contact for discipline related project requirements. You will own the end-to-end procurement project lifecycle focusing on procurement project planning & management, sourcing, prequalification, subcontracting, ordering goods & services, program/project risk management, subcontract administration, supplier relationship management, and supplier performance management. You will work to establish durable relationships with these assigned business lines to be able to credibly advise on procurement strategy and to ensure that all procurements follow company policies and procedures. You will be part of a rapidly evolving and high-paced function and expected to be nimble, versatile, creative, adaptable, and customer-service oriented.

In this role, you will:

• Support direct projects in proposal, planning, execution, and closeout phases of the project life cycle.

• Lead, develop and execute procurement and buy-side contracting strategies and plans.

• Present procurement and buy-side contracting process to stakeholders in an effective manner.

• Manage sourcing and contracting process in coordination with Operations.

• Manage buy-side contract compliance, standards, and best commercial terms for AECOM, reducing commercial risk, exposure, and write-downs.

• Follow and reinforce Source-to-Pay (S2P) policies, processes, and procedures, improving service level to Operations and Supply Chain.

• Liaison between Business Units and Global Business Services (GBS).

• Communicate effectively, resolve conflicts, solve problems, and make efficient and effective supply management decisions.

• Proactively build strong/trusted relationships with Business Unit and cross functional support leaders, continuously adding value.

Major Responsibilities:

• Prepare and manage RFx events, awards, and maintenance for direct projects expenses (e.g., capital equipment, construction/engineering materials, subcontractors, and subconsultants).

• Support new supplier onboarding and prequalification.

• Negotiate, prepare, execute, facilitate framework agreements and subcontracts.

• Negotiate deviations from company commercial Terms & Conditions and minimum insurance requirements.

• Escalate best and final contract and insurance exceptions to Operations, Legal, and Risk Management.

• Manage financial commitments in ERP system.

• Maintain and provide accurate and effective documentation and records management in compliance with internal and external regulations.

• Assist escalating and supporting the resolution of disputes with suppliers.

• Complete contract closeout and supplier notices.

• Assist in the preparation of client approval packages prior to award.

• Implement Source-to-Pay (S2P) policies, processes, and procedures, improving service level to Operations and Supply Chain.

• Expert in Coupa eProcurement modules, DocuSign Contract Lifecycle Management (CLM), actively supporting users within the region.

• Knowledge of direct project pipeline (Salesforce opportunities), actively engaging with AECOM’s Client Account Managers (CAM), and active projects.

• Achieve savings targets relative to management established benchmarks.

• Generate Net Service Revenue (NSR) for Procurement where possible to offset labor costs.

• Support ESG by promoting social equity, diversity and inclusion in our supply chain and communities through partnerships with small and minority-owned businesses.

• Foster relationships internally with stakeholders and externally with suppliers and other groups.

• Challenge the business when projects depart from basic procurement principles.

• Work on multiple projects simultaneously with ability to prioritize to ensure all deadlines are met and maximize impact and results.

Qualifications

Minimum Requirements:

In order to be considered for this position, candidates must possess, at a very minimum:

• No less than a Bachelor’s Degree in business, engineering, construction management, economics or other relevant field of study + four (4) years of experience in Procurement & Supply Chain within an engineering, procurement, construction environment in a multi-location, project-based industry.

• Applicants must be fluently bilingual in English and French as they will be supporting internal and external clients within Québec and outside Québec.

Demonstrated equivalency of experience and/or education may be considered.

Also required are:

• Certified Professional Supply Management (CPSM), or other relevant professional certification.

• Deep understanding of commercial and contracting terminology, measures, concepts, principles, and strategies.

• Working knowledge of Certificates of Insurance as well as different policy types and limits.

Preferred Requirements:

• Prefer five to ten (5-10) years of experience in Procurement & Supply Chain within an engineering, procurement, construction environment in a multi-location, project-based industry.

• Proven expertise in the following Procurement & Supply Chain skills

• Procurement Project Planning & Management

• Market Analysis

• Supply Chain Prequalification

• Competitive Tenders

• Price Analysis

• Program/Project Risk Management

• Subcontract Management

• Subcontract Administration

• Purchasing

• Supplier Relationship Management

• Supplier Performance Management

• Presenting to senior business leaders

• Organizational, administrative, and analytical critical thinking skills.

• Success working in a fast-paced, growing environment with high demand to flexibility.

• Demonstrated ability to identify business process issues and drive process improvement.

• Open-minded initiative-taker with the ability to adapt, improvise and problem solve.

• Passion for coaching peers in business processes and best practices

• Comfortable with Coupa Core, Coupa Risk Assess (CRA) DocuSign, Microsoft 365 Suite, Business Optix, Smartsheet, Miro, Spend HQ PPM, Adobe Acrobat

Additional Information

Additional information

• This role requires a hybrid work model with both office and remote working conditions, with a preference to be based within commuting distance to an AECOM office.

• This role will report to the Regional Head Procurement Operations.

Offered compensation will be based on location and individual qualifications. The expected range is $63,000.00 – $105,000.00.

ReqID: J10116792

Business Line: Geography OH

Business Group: DCS

Strategic Business Unit: Canada

Career Area: Procurement & Supply Chain

Work Location Model: Hybrid

Legal Entity: AECOM Canada Ltd