Reactive Procurement Manager

Job Description

Job Description

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

Job-Related KPIs:

• Sourcing Time Frame
  • 0 - 3 days SLT
• 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, or vendor 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