Contracts and Vendor Specialist

About TransLink

A career at TransLink means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region's world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.

At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.

Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you'll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion!

Primary Purpose of the Contracts and Vendor Specialist Role

The Contracts and Vendor Specialist supports the development, implementation, and management of the full contract management & vendor management cycle. This role administers commercial activities related to assigned contracts to ensure consistency with contract terms and conditions. Key responsibilities include performance evaluation, progress review, change implementation, progress payment verification and certification, and claim assessment and preparation of claim assessment reports. The Contracts and Vendor Specialist also supports vendor performance and risk management activities.

Key Accountabilities

• Assists in the development of Contract & Vendor Management (CVM) Plans to ensure all aspects of assigned contracts are met and vendor is performing as per contractual obligations, implementing the CVM process from post-award through close-out.
• Supports the CVM team in developing contracting strategies, sourcing, negotiation, award, execution, and administration of contracts, including leading negotiation and implementation of contract changes and claims when assigned.
• Responsible for preparing documentation related to formal notices, letters, changes, claims, reports, and other contract management documentation.
• Highlights contract risks to stakeholders, supports in managing identified risks, and collaborates to develop and implement risk mitigation plans, tracking and reporting on concerns.
• Tracks commercial activities to ensure compliance with contract terms and conditions, collaborating on claim assessment and change orders, and verifying/certifying interim progress payments.
• Liaises with cross-functional internal and external stakeholders regarding commercial aspects of assigned contracts, supporting the interpretation and implementation of contractual obligations.
• Prepares contract amendments to ensure effective change management and reviews financial implications, processing invoices, and ensuring proper documentation for contract closeout.
• Serves as a liaison for budget forecasts and anticipated contract changes, participating in and leading progress review meetings, and preparing monthly/quarterly project performance reports.
• Assists the CVM team in monitoring and managing vendor performance based on the Vendor Performance Evaluation Plan, preparing documents for regular progress review meetings.
• Implements contract management procedures and processes to ensure compliance with TransLink’s policies and audits, drafting/reviewing commercial/contractual letters.
• Collaborates with stakeholders to support the commercial aspect of business cases and provides materials for monthly senior leadership meetings on commercial, contractual, risk, and vendor performance matters.
• Manages contracts under the supervision of the reporting manager as required.

Education and Experience

The requirements for the Contracts and Vendor Specialist role are acquired through completion of a university degree in Engineering and Quantity Surveying, Commerce, Business Administration or a related field plus a minimum of five (5) years progressive experience in the management of highly complex and high-risk contracts.

Other Requirements

• Solid knowledge of concepts, principles, practices, and techniques related to claim assessment, contract management, and commercial management, with strong working knowledge of private and public sector best practices.
• Strong interpersonal skills, ability to participate in cross-functional teams, and capacity to exercise diplomacy, tact, and build consensus.
• Advanced presentation, written, and oral communication skills.
• Solid planning, organization, and time management skills.
• Experience with cost control and earned value management reporting is an asset.
• Experience with vendor performance management is an asset.

Key skills/competency

• Contract Management
• Vendor Management
• Claim Assessment
• Commercial Management
• Risk Mitigation
• Negotiation
• Stakeholder Engagement
• Compliance
• Financial Review
• Reporting