Associate Specialist, Procurement Operations

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

Opensity Solutions provides strategic technology managed services to clients in the legal industry and adjacent sectors.  This role within Procurement Operations will oversee strategic sourcing, buying and contract review for the Technology Enabled Services (TES) business unit. As the company integrates, there will be opportunity to support our Enterprise Business Solutions (EBS) business unit. This role is responsible for process improvement, savings on third party contracts, and client satisfaction.  Role will require collaboration with Partner Management, Deals Desk, Finance, Accounting, Legal, Engineering, Project Management Office, Architecture, Service Delivery Management and Client Engagement to ensure 100% referenceable clients. 

This position plays a critical role in ensuring client orders are processed accurately, efficiently, and on time. Success in this role requires exceptional attention to detail, strong organizational skills, professional communication, and the ability to consistently execute repeatable processes with a high degree of accuracy. The role will work closely with Procurement Operations, Deals Desk, Partner Management, Finance, Accounting, Service Delivery, and vendor partners to support a best-in-class client experience. 

We are seeking a highly detail-oriented procurement professional who thrives in a process-driven environment and takes pride in accuracy and completeness. 

The ideal candidate enjoys executing operational tasks, following established procedures, identifying discrepancies before they become issues, and communicating professionally with both internal stakeholders and external vendors. Success in this role requires strong organizational skills, ownership of assigned work, and the ability to manage multiple priorities while maintaining quality and accuracy. 

Responsibilities 

• Obtain quotes from vendor and distributor portals based on internal requests and client requirements. 

• Request pricing, availability, and supporting documentation from vendors and partners. 

• Review quotes, Statements of Work (SOWs), contracts, and supporting documentation to ensure information is complete and accurate. 

• Create purchase orders that accurately match approved quotes, contracts, and SOWs. 

• Process orders through vendor portals, distributor systems, and direct manufacturer channels. 

• Track orders through completion and proactively follow up on outstanding items. 

• Monitor order status and communicate updates to internal stakeholders in a timely and professional manner. 

• Resolve routine order discrepancies, pricing variances, invoicing issues, shipping concerns, and vendor fulfillment challenges. 

• Escalate complex issues, client risks, and vendor concerns appropriately while providing clear documentation and status updates. 

• Maintain accurate procurement records, contract documentation, and order tracking information within company systems. 

• Support contract and renewal administration activities through accurate data maintenance and reporting. 

• Assist with audit and quality-control reviews to ensure compliance with procurement processes and documentation standards. 

• Provide professional written and verbal communication to vendors, distributors, and internal stakeholders. 

• Support continuous process improvement efforts by identifying operational inefficiencies and opportunities to improve accuracy and turnaround times. 

• Perform other operational duties as assigned. 

Qualifications 

• Bachelor's degree preferred, or equivalent combination of education and relevant experience. 

• 1-3 years of experience in procurement, purchasing, quote management, order management, sales operations, contract administration, or a related operational role. 

• Exceptional attention to detail with a demonstrated ability to identify discrepancies and maintain a high level of accuracy. 

• Experience working with vendor portals, purchasing systems, ERP platforms, CRM systems, or related business applications preferred. 

• Strong Microsoft Office skills, particularly Excel and Outlook. 

• Experience reviewing quotes, contracts, purchase orders, invoices, or Statements of Work preferred. 

• Strong organizational and time-management skills with the ability to manage multiple requests simultaneously. 

• Experience supporting technology procurement, managed services, software licensing, telecommunications, or professional services environments is preferred. 

• Ability to work independently while maintaining consistent productivity and quality standards. 

• Excellent English written and verbal communication skills. 

• Preferred: Experience working in a Value Added Reseller Role 

Core Competencies 

• Exceptional attention to detail and commitment to accuracy. 

• Strong process orientation and ability to consistently follow documented procedures. 

• Ability to identify errors, inconsistencies, and missing information before they impact clients or vendors. 

• Professional written communication skills with the ability to compose clear, concise, and business-appropriate emails. 

• Strong ownership and accountability for assigned tasks. 

• Effective problem-solving skills and ability to resolve routine operational issues independently. 

• Ability to prioritize workload and manage multiple deadlines in a fast-paced environment. 

• Strong follow-through and commitment to completing tasks accurately and on time. 

• Ability to maintain professionalism when managing order issues, vendor delays, and client-facing escalations. 

• Team-oriented mindset with a willingness to collaborate across departments and support organizational goals

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. 

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. 

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. 

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.