Description
Directly Reports To: Director of Procurement
JOB OVERVIEW:
The Reactive Procurement Manager 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
- Oversee the end-to-end sourcing process for all reactive work orders
- Ensure rapid vendor engagement to meet or exceed SLA response times
- Monitor work order flow and allocate sourcing resources accordingly
- Remove bottlenecks and escalate high-risk or aging work orders
Team Management
- Lead, coach, and develop Sourcing Specialists
- Set daily/weekly priorities based on workload, geography, and urgency
- Conduct performance reviews and provide ongoing feedback
- Ensure consistency in sourcing practices and vendor communication
Vendor Network Execution
- Maintain strong relationships with existing vendors to improve responsiveness and pricing
- Partner with Strategic Sourcing and Procurement Compliance to address vendor gaps
- Support onboarding of emergency or gap vendors when required
Cost Control & Negotiation
- Drive competitive pricing through real-time negotiation
- Ensure estimates align with market benchmarks and client expectations
- Identify and correct pricing inconsistencies or inflation trends
Operational Oversight
- Monitor KPIs, SLA adherence, and sourcing efficiency
- Develop and implement process improvements to increase speed and quality
- Collaborate cross-functionally with Service, Dispatch, and Account Management teams
Escalation Management
- Act as the primary escalation point for critical or stalled work orders
- Communicate proactively with internal stakeholders on high-impact issues
- Implement corrective actions to prevent repeat failures
WO Status Ownership:
- Sourcing – This status flags WOs that require the Procurement Teams attention to locate and dispatch a vendor
Requirements
Job-Related KPIs:
- 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:
- Weekly Sourcing Team Analytics compilation
- Weekly Sourced FIT Vendor Report
- New Initiatives / Opportunities Network Report – as needed
QUALIFICATIONS:
- 5+ years of experience in procurement, sourcing, orvendor management (facilities maintenance preferred)
- 2+ years in a leadership or supervisory role
- Strong understanding of reactive maintenance environments and urgency-driven workflows
- Proven ability to manage high-volume operations under tight deadlines
- Experience negotiating vendor pricing and managing cost controls
- Proficiency with work order management systems (Facil IT or similar platforms preferred) Experience managing vendor networks across multiple states or regions preferred
- Excellent negotiation, communication, and relationship-building skills
- Ability to build positive relationships with other employees and vendors, while maintaining high productivity expectations
- Highly organized with strong attention to detail and compliance requirements
- Ability to prioritize and multitask
