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Sourcing Specialist (Procurement Team)


Richmond Hill, ON, CANADA


The Sourcing Specialist is responsible for partnering with Canadian business units (departments within the Canadian organization inclusive of NAC, Retail, and Corporate) to centrally source and negotiate contracts for indirect spends for products and services While the role is independent and focused on supporting Canada, the US Global Sourcing Group will provide support on projects as the schedule dictates and will provide on going training and support as it pertains to sourcing processes. The Specialist will work in partnership with the Senior Sourcing Manager and GSP to identify and execute projects scale to reduce expenses and increase operational efficiencies through contract negotiation and creation. Examples of potential sourcing projects include Services : New Store and Renovation activities, Janitorial Services; Train the Trainer programs, labour forecasting tools, HVAC and Fire Inspections and Products such as shopping bags, janitorial supplies, first aid supplies, and corrugate.

The Specialist will be responsible to research, source, and evaluate products and services by working in collaboration with respective business partners. Responsible to complete a minimum of 18 projects per year with a target of 10% savings (avoided costs/price reduction/price mitigation) from total baseline spend. Current indirect spend in Canada is in excess of $300 M annually.


Sourcing (30%):
  • Collaborate with business units to establish business requirements and project baselines. This will include understanding what need is being met by a particular product or service, budget and or historical spend.
  • Responsible for performing and managing analysis creation as necessary to evaluate and recommend the most effective procurement strategies (RFQ/RFP/RFI/Auction/Contract Negotiation) and to determine project priorities that best support the corporate sourcing strategy and Staples objectives.
  • Source, create, develop, analyze, and project manage RFI's and RFP's based on the needs of the particular business unit including but not limited to: establishment of pre-qualification criteria, creation of applicable questions and performance, establishment of terms that are critical to the business unit, assisting in determining list of potential bidders.
  • Establish supplier and proposal evaluation criteria, response templates and evaluation instructions to meet needs of business unit
  • Participate in contract negotiations in concert with internal customers (Business Unit representatives) and all other communications with potential vendors/contractors/suppliers.
  • Responsible to understand and communicate Staples legal requirements, payment terms (taxation), performance terms and conditions to ensure the contractual risk to Staples is minimized this includes negotiation of terms, pricing, and applicable Service Level information
  • Recognize and develop opportunities for savings and process improvement and implementation.
  • Keep abreast of industry, markets, services and commodities to obtain maximum financial benefits while adhering to all legislated standards (Health and Safety)
  • Support internal and external audit requirements in relation to sourcing policies and procedures.
  • Contract creation to meet Staples Global Legal/Privacy requirements, to include all necessary SOPs, terms and conditions, performance metrics and review with Manager, Business Unit and Legal

Analysis 30%
  • Assemble and complete the financial analysis for each sourcing activity on a timely basis that includes; current cost baseline, Item detail, Supplier cost options and other pertinent criteria.
  • Develop baseline and specification list for each project using the Spend Management system.
  • Develop pricing tables in e-negotiation tool.
  • Pull pricing form the e-negotiation tool and provide accurate pricing analysis and summary for each project.
  • Provide market research to the sourcing manager for each project. Develop a competitive analysis using the internet, Hoovers, Forrester and/or the Executive Board for each project. Also provide details on sales history and market trends.
  • Provide the sourcing manager with a strategic recap after every analysis and recommend bid strategies.
  • Update the access database weekly to summarize status of each project.
  • Ensure standard analytical processes and procedures are followed to streamline the analytical process.

Effective Process/Continuous Improvement (15%)
  • Participation in Global Sourcing Meetings
  • Participation in GSP working groups for any process or program with NA or Global implications (Spend Management, or E-Sourcing Software as examples)
  • Report on efficiencies identified in each RFP to Staples Canada and to Global Sourcing team
  • Provide education and guidance to business units regarding the value of adopting and complying with sourcing policies, procedures, tools and processes
  • Maintain accurate database of closed and current projects including project status and future (pipeline) projects
  • Perform financial analysis as required such as project savings, avoided costs and present Senior Leadership
  • Liaison with Staples US Sourcing team for purposes of training, project updates, potential North American or Global project creation
  • Identify opportunities to standardize service delivery scopes of work across Staples Business Units.

Document Management (15%)
  • Ensure all contracts are approved by the appropriate Stakeholders as defined by Staples policy
  • Manage the life cycle of all contracts
  • Develop and make any required changes to contracts upon request
  • Manage hard copies of all contracts completed by Sourcing

Awareness and Engagement (10%)
  • Extend the reach of Sourcing by exercising appropriate influence with project teams, business units and peer groups,
  • Lead project teams or directly address specific sourcing issues, working with stakeholders and sourcing management to reach resolutions.
  • Ensuring Global Sourcing Policy is understood and adhered to.

  • Proven ability to negotiate contracts
  • Intermediate computer skills in Word, Excel, PowerPoint and Access
  • Strong Analysis skills
  • Intermediate Experience with eRFX/eNegotiation Tools
  • Strong Project Management Skills
  • Ability to multi-task, strong time management skills required

  • Home Office Environment


  • 3 to 5 years of experience in a sourcing and/or procurement function or equivalent experience.
  • 3-5 years of progressively responsible business experience
  • STAPLES Business Depot experience is an asset
  • 2-3 years experience e-sourcing software, and with contract creation including agreements for multiple locations, multiple statements of works, purchase and service agreements.

  • Post-secondary education is preferred (Bachelors Degree) with a focus in business, negotiations, project management or equivalent experience

Staples is committed to providing accommodation to people with disabilities throughout the job application and interview process to the point of undue hardship. If you require an accommodation during the application or interview process, please contact a Customer Care Representative at 1-866-782-7537.
Please click here to Apply On-Line.
About Staples

Staples is the largest provider of office supplies to businesses and home consumers in Canada, helping customers get what they need for over 25 years. In addition to our Staples stores (or Bureau en Gros in Quebec) in every province and territory in the country, we are one of the world's top five internet retailers and have the largest Business-to-Business delivery operations globally. In addition to enjoying rewarding, progressive career opportunities, our more than 85,000 Associates worldwide are proud of our commitment to making a positive impact on our people, our communities and the planet. It's who we are as a company.

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What it's like to work at Staples


Staples recognizes the value of an inclusive workplace. We strive to build a dynamic and talented team of associates across all diversity dimensions – culture, race, gender, sexual orientation and more.


We generate business and environmental benefits — for ourselves, our customers and our communities — by leading the way in sustainable business practices.


Making a difference in the communities where our customers and associates live and work is something we care about very much. We do this by making financial contributions, volunteering and more.


We strive to be a model of corporate governance and ethical business practices. We also seek suppliers and partners who share our ethical and business values.

A look inside Staples

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Benefits & Perks


Staples cares about your personal well-being and offers competitive benefits package that is sure to fit our associates’ needs. Both full-time and part-time associates may participate in the benefits program. In addition to healthcare and wellness benefits, associates receive many perks, discounts and dedicated programs that make Staples a fun, rewarding place to work.

Learning & Development

Working at Staples you will grow in a unique environment where you will develop your professional skills and chart your own career path. Thanks to several training and development programs, you can benefit from endless possibilities.

Sourcing Specialist (Procurement Team), STAPLES CANADA, Richmond Hill, ON, CANADA