Description:
Directly Reports To: Director of Procurement
JOB OVERVIEW:
The Reactive Procurement Lead is responsible for leading and optimizing the real-time sourcing and vendor engagement process for reactive work orders across the Facil IT platform. This role ensures that service requests are fulfilled quickly, cost-effectively, and in alignment with client SLAs and KPIs.
Working in close partnership with the Director of Procurement, this individual manages the day-to-day execution of reactive sourcing strategies while overseeing a team of Sourcing Specialists. The role requires a strong balance of urgency, vendor relationship management, cost control, and operational discipline to ensure high service levels across a national vendor network.
Key Responsibilities
Reactive Sourcing Leadership
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Oversee the end-to-end sourcing process for all reactive work orders
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Ensure rapid vendor engagement to meet or exceed SLA response times
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Monitor work order flow and allocate sourcing resources accordingly
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Remove bottlenecks and escalate high-risk or aging work orders
Team Management
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Lead, coach, and develop Sourcing Specialists
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Set daily/weekly priorities based on workload, geography, and urgency
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Conduct performance reviews and provide ongoing feedback
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Ensure consistency in sourcing practices and vendor communication
Vendor Network Execution
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Maintain strong relationships with existing vendors to improve responsiveness and pricing
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Partner with Strategic Sourcing and Procurement Compliance to address vendor gaps
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Support onboarding of emergency or gap vendors when required
Cost Control & Negotiation
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Drive competitive pricing through real-time negotiation
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Ensure estimates align with market benchmarks and client expectations
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Identify and correct pricing inconsistencies or inflation trends
Operational Oversight
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Monitor KPIs, SLA adherence, and sourcing efficiency
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Develop and implement process improvements to increase speed and quality
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Collaborate cross-functionally with Service, Dispatch, and Account Management teams
Escalation Management
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Act as the primary escalation point for critical or stalled work orders
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Communicate proactively with internal stakeholders on high-impact issues
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Implement corrective actions to prevent repeat failures
WO Status Ownership:
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Sourcing – This status flags WOs that require the Procurement Teams attention to locate and dispatch a vendor
Requirements:
Job-Related KPIs:
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Sourcing Time Frame
- Vendor Onboarding Productivity
- 10-20 onboarded vendors per month.
- Reactive Vendor First Time Fix Rate
- First Time Fix rate for vendors sourced by Vender relations
- Team Performance
- Sourcing Specialist Productivity (onboarding of vendors by Sourcing Specialist)
- Sourced SLA Compliance
- Percentage of WOs sourced within client SLA.
- Sourcing Aged Jobs Rate
- Aging WO report for ticket SLT within sourcing status
Reporting Required:
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Weekly Sourcing Team Analytics compilation
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Weekly Sourced FIT Vendor Report
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New Initiatives / Opportunities Network Report – as needed
QUALIFICATIONS:
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5+ years of experience in procurement, sourcing, or vendor management (facilities maintenance preferred)
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2+ years in a leadership or supervisory role
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Strong understanding of reactive maintenance environments and urgency-driven workflows
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Proven ability to manage high-volume operations under tight deadlines
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Experience negotiating vendor pricing and managing cost controls
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Proficiency with work order management systems (Facil IT or similar platforms preferred) Experience managing vendor networks across multiple states or regions preferred
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Excellent negotiation, communication, and relationship-building skills
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Ability to build positive relationships with other employees and vendors, while maintaining high productivity expectations
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Highly organized with strong attention to detail and compliance requirements
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Ability to prioritize and multitask
