Real Estate Vendor Specialist

The Real Estate Vendor Specialist is a client and vendor facing role based in Toronto and is focused on providing reporting and support functions to OTPP Global Real Estate Operations (REO).

This is an in-office role.

The Real Estate Vendor Specialist will report directly to the Director, Real Estate Operations & Workplace Transformation (Toronto, CA) and will work collaboratively with the Global Real Estate Operations (REO) team, employees and vendors, in Toronto, EMEA and APAC to deliver best in class support service.

What you'll do

• Serve in an advisory role in all aspects of vendor management and governance.

• Provide and maintain courteous, professional and efficient service and responses to internal and external clients and vendors by triaging and responding to queries in a timely manner, maintaining good communication and customer service.

• Develop and maintain monthly service volume reports for all global REO services metrics (office production services, hospitality, facilities/shared services, etc.)

• Develop and maintain monthly space utilization reports; analyze and report on trends and opportunities for process improvement

• Supports the collection of global real estate operations data to support OTPP sustainability goals and identify opportunities for efficiencies and continuous service improvements

• Maintain and track all REO vendor contracts and leases to ensure timely execution of releases, exits and procurement activities

• Support global real estate portfolio to determine insurance coverage requirements and valuation activities

• Support the evaluation of REO vendors to ensure SLAs and KPIs are maintained; support management to resolve vendor issues; coordinate quarterly business reviews and annual business reviews. As required, work with Strategic Sourcing and Procurement team on escalations

• Support Global office portfolio with management of vendors (may require coordination outside of local time zone)

• Support the development and establish the cadence of maintaining

• Processes for global REO playbooks and ensure documentation of new processes and updates to existing processes is performed on a regular basis

• Develop and maintain vendor maintenance services schedules

• Organize and maintain departmental digital filing by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary.

• Support REO management team with the development of business planning presentation decks

• Issue and reconcile purchase orders and process invoices with high degree of accuracy; evaluate spend against approved global REO budgets and flag issues to management

• Support the development of global REO annual capital and expense budgets, track spending to date, and support monthly financial reporting and forecasting

• Support the reconciliation of REO expense budgets & invoices be alert for opportunities to upgrade service and lower cost of maintaining the international offices

• Track and measure REO global vendors against their MSA obligations; determine if vendors are meeting SLAs and KPIs

• Support management by proactively proposing recommendations and solutions for process improvement and efficiencies

• Post secondary education required

• Exemplify strong organizational skills and attention to detail

• Possess a strong client service and positive attitude

• Have 5+ years facilities and/or office administration experience and able to demonstrate a full range of real estate operations experience

• Strong Microsoft Office Suite skills (Excel, PowerPoint, etc.)

• Excellent written and verbal communication skills to present information, issues and ideas in a concise and clear way

• Ability to work independently with minimal supervision; with excellent judgement when escalation is required

• Ability to build relationships with internal and external stakeholders across all divisions

• Ability to multitask in a fast-paced environment

• Experience in managing lease transactions, overseeing vendors, handling facilities operations, and proficient in financial and budgeting processes, along with property management

• Process evaluation and optimization is an asset

• Having skills in lease transactions and negotiations, contract administration, and holding a Six Sigma certification are a key asset

What we’re offering

• Pay-for-performance environment that offers competitive salary and incentive

• Numerous opportunities for professional growth and development

• Comprehensive employer paid benefits coverage

• Retirement income through a defined benefit pension plan

• The opportunity to invest back into the fund through our Deferred Incentive Program

• A flexible/hybrid work environment combining in office collaboration and remote working

• Competitive time off

• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year

• Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request (peopleandculture@otpp.com) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

The privacy of your personal information is important to us. Please visit our Privacy Centre to learn how we handle your personal information.

Functional Areas: