Procurement & Vendor Management Specialist

Position: Procurement and Vendor Management Specialist

Department: Human Resources

Employment Status: Full-Time

Reports To: Vice President, HIS Internal Control

Location: Hybrid

Your Career Opportunity

TravelBrands is seeking a highly organized and commercially minded Procurement & Vendor Management Specialist to support procurement, sourcing, vendor management and contract administration activities across the organization.

Working closely with IT, Operations, Finance and other business functions, this role will manage procurement processes from initial business requirements and competitive sourcing through vendor evaluation, selection, contracting and ongoing vendor management.

A key responsibility of this position will be establishing and maintaining a comprehensive, centralized inventory of Company contracts and vendor agreements, ensuring that contractual information is accurate, complete, professionally maintained and proactively monitored.

The successful candidate will combine strong analytical and organizational skills with sound commercial judgment and the ability to work effectively with both internal stakeholders and external vendors.

How You Will Be Spending Your Time

Procurement & Strategic Sourcing

• Coordinate and manage end-to-end procurement and sourcing activities for products and services.
• Partner with IT, Operations, Finance and other departments to understand business requirements, specifications, timelines and budget considerations.
• Develop, draft, coordinate and issue Requests for Proposal (RFPs), Requests for Quotation (RFQs), Requests for Information (RFIs) and other competitive sourcing documents.
• Establish appropriate evaluation criteria and coordinate the vendor evaluation and selection process.
• Research the marketplace and identify qualified potential vendors and service providers.
• Review and analyze vendor submissions, including pricing, capabilities, service levels, implementation requirements and overall commercial value.
• Prepare professional bid comparisons, recommendations and supporting documentation to facilitate business decisions.
• Coordinate vendor presentations, demonstrations, clarification meetings and follow-up discussions.
• Support commercial negotiations related to pricing, terms, renewals, service levels and other contractual requirements.
• Identify opportunities for cost savings, improved commercial terms, vendor consolidation and procurement efficiencies.

Vendor Due Diligence & Management

• Conduct appropriate due diligence and validation of new and existing vendors prior to engagement.
• Coordinate vendor documentation and ensure required corporate, financial, insurance, compliance, information security and other relevant documentation is obtained, where applicable.
• Maintain accurate and up-to-date vendor information and supporting records.
• Support ongoing vendor performance management, including service-level monitoring and periodic vendor reviews.
• Identify and escalate vendor performance, compliance, financial or contractual concerns as appropriate.

Contract Management & Administration

• Create, implement and maintain a centralized inventory/register of all Company vendor and supplier contracts.
• Ensure executed contracts, amendments, statements of work, renewals and other supporting documents are appropriately organized, recorded and readily accessible.
• Maintain accurate contract information, including vendor, business owner, contract value, effective date, expiry date, renewal provisions, notice periods, payment terms and other key contractual obligations.
• Establish a consistent and professional contract-management process and documentation structure.
• Proactively monitor contract expiration and renewal dates and provide sufficient advance notice to business owners to allow for review, renegotiation, competitive sourcing or termination where appropriate.
• Coordinate with internal stakeholders and Legal, where required, to facilitate contract reviews, amendments and renewals.
• Ensure appropriate approvals and supporting documentation are obtained and maintained throughout the procurement and contracting process.
• Assist in identifying duplicate, outdated or underutilized contracts and opportunities to consolidate vendors or reduce costs.

Reporting & Continuous Improvement

• Develop and maintain procurement and contract-management reports, trackers and dashboards as required.
• Track procurement activities, contract renewals, vendor performance and identified savings opportunities.
• Support the development and continuous improvement of procurement policies, procedures, templates and approval processes.
• Promote consistent, transparent and well-documented procurement practices throughout the organization.

Qualifications & Experience

• College diploma or university degree in Business Administration, Supply Chain Management, Finance, Commerce or a related field.
• Approximately 3–5 years of progressive experience in procurement, purchasing, strategic sourcing, vendor management or contract administration.
• Demonstrated experience preparing and coordinating RFPs, RFQs and competitive sourcing processes.
• Experience reviewing vendor proposals and performing pricing and commercial comparisons.
• Experience maintaining contracts and/or centralized contract repositories or registers.
• Strong understanding of vendor due diligence and procurement best practices.
• Experience with technology, software/SaaS, professional services or operational procurement is considered a strong asset.
• CPSM or other procurement/supply-chain designation or education is considered an asset.

The Skills, Experience and Attributes Required to be Successful

• Excellent organizational skills with exceptional attention to detail.
• Strong commercial and analytical capabilities.
• Strong written communication skills, particularly in preparing professional RFPs and procurement documentation.
• Ability to manage multiple procurement initiatives, contracts and deadlines simultaneously.
• Strong Excel and Microsoft Office skills.
• Confident working with vendors and supporting commercial negotiations.
• Ability to develop effective relationships with stakeholders at different levels of the organization.
• High level of professionalism, integrity, confidentiality and accountability.
• Comfortable working independently while collaborating across multiple departments and business functions.

Working conditions

• Hybrid
• 5 hours per week

Crew Advantages

• Competitive salary
• 2 weeks of vacation
• Medical and dental benefits
• 9 additional paid days: 1 birthday day, 5 sick days, 2 personal days, and 1 volunteer day
• Employer RRSP contribution program
• Awesome travel benefits for you, your friends, and your family
• Employee Assistance Program (EAP) for you and your family members

Who We Are

HIS Canada Travel Inc., a division of the H.I.S. Group, is one of Canada’s largest travel companies. Incorporated in 2004, HIS Canada Travel Inc. owns and operates multiple wholesale and retail travel brands. The retail division, including redtag.ca, itravel2000.com, Sunquest, The Travel Experts, Merit Travel, Flights.ca and Cruises.ca offer diverse products to travelers including destination packages, flights and hotels worldwide, excursions and more. The wholesale travel business, TravelBrands, provides a full range of travel products including air, hotel, car rental, cruise and specialty to travel agents and retail agencies throughout Canada. HIS Canada Travel Inc. is a comprehensive one-stop shop for agents and travelers alike.

 

Are You Ready to be part of the team?

If you’re interested in this opportunity, please submit your cover letter and resume to [email protected].

We thank all applicants for their interest; only those selected for further consideration will be contacted.

We may use artificial intelligence (Al) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses.

These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

HIS Canada Travel Inc. values diversity in the workplace and is committed to employment equity. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), HIS Canada Travel Inc. will provide accommodation, accessible formats, and communication support for the interview upon request and we will work with you to meet your accessibility needs.