Sourcing Manager

Hines • New York, NY

1d • $118,400 - $175,890

About The Position

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

Requirements

• Bachelor’s degree in Finance, Accounting, Business Administration, Supply Chain, or related field.
• 5+ years of experience in facilities management, property management, procurement, finance, accounting, or related roles (experience across multiple fields is a plus).
• Must be available during normal working hours in the Eastern Time Zone
• Advanced competence with a variety of software including MS Word. MS Excel, MS Outlooks, MS PowerPoint and Access Based Systems.
• Interact with employees and contractors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Possess initiative to assume additional responsibilities, set priorities and meet deadlines.
• Highly organized with excellent written and verbal communication skills
• Possess excellent grammatical and proofreading abilities. Attention to detail.
• Capable of coordinating facility issues offsite via phone and email.

Nice To Haves

• Experience administering vendor contracts, procurement processes and compliance platforms (e.g., Achilles, GRMS) preferred.

Responsibilities

• Work closely with Hines’ Platform Management team, Contract Administration, and Legal Teams on sourcing projects managing both operational and capital project sourcing activities.
• Conduct each sourcing activity with integrity, professionalism and transparency, in coordination with property management and engineering staff.
• Ensure that sourcing activities are performed per the schedule in a timely manner.
• Review vendor spend and invoices to compare contracted rates and ensure alignment of purchases orders with contracted spend. Identify opportunities to reduce costs and improve efficiencies.
• Identify potential new vendors. Perform vendor due diligence to ensure suppliers meet the service requirements.
• Develop bid documents such as the scope of work, key performance indicators, vendor bid list and comparison summary, project schedule, pricing template and non-pricing evaluation template.
• Prepare vendor interview agendas and conduct project specific and introductory meetings with suppliers.
• Negotiate contract terms, extensions and bid waivers with vendors.
• Prepare written award recommendations, project presentations and bid waiver justifications.
• Obtain internal Hines approval and subsequent client approval on bid documents, award recommendations, project presentations and bid waiver justifications.
• If required, present formal award recommendation to client firm management for approval.
• Coordinate Legal review of approved terms and conditions and act as liaison between Hines Legal and vendors for any required negotiations.
• Draft legal contracts. Ensure completeness, accuracy and adherence to approved scope of services and pricing model.
• Coordinate execution of contracts and non-disclosure agreements.
• Facilitate vendor onboarding and due diligence, ensuring all vendors meet compliance requirements through tools such as Achilles.
• Maintain a master contract matrix which summarizes active agreements and associated pricing.
• Assist in resolving vendor issues as required. Participate in vendor performance review process.
• Assist with creating annual expense and capital sourcing plans, strategies and schedules.
• Partners with Finance, Accounts Payable, FM/Engineering to investigate and resolve billing discrepancies.
• Assist with reporting on Sourcing KPIs, quarterly and annual sourcing activity/savings and annual projected contract escalations for use in budget creation.
• Help build a scalable strategy for a Sourcing and Procurement Management Program.
• Work closely with Hines IFM Platform dedicated to Sourcing and Procurement Management to ensure alignment.
• Perform cross-departmental tasks and analysis as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level