Reactive Procurement Manager

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, 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