Associate Specialist, Procurement - Strategic Sourcing - Facilities
Northern Trust · Chicago, Illinois, United States
About Northern Trust
As a global leader in innovative wealth management, asset servicing, asset management and banking services, Northern Trust (Nasdaq: NTRS) is proud to guide the world’s most successful individuals, families, corporations and institutions.
Since 1889, we have aligned our efforts with our three guiding Principles That Endure: Service, Expertise, and Integrity. Together, they reflect the three cornerstones of business conduct which we strive to instill in our employees, whom we call partners, and to provide to our clients and the communities we serve worldwide.
With more than 135 years of financial experience and over 24,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.
Position overview. This is a full-time, Associate Specialist position within Global Procurement, based in Chicago, Illinois. The role is intended for an experienced strategic sourcing professional with 7+ years of experience in procurement, sourcing or category management, preferably with direct exposure to facilities, real estate and workplace services.
Role PurposeThe Associate Specialist will lead end-to-end strategic sourcing for facilities, real estate and workplace-related spend across the global portfolio. The primary purpose of the role is to deliver measurable savings and cost avoidance while strengthening commercial outcomes, reducing supplier and contractual risk, improving service quality and establishing consistent supplier performance management. The position operates as an experienced, hands-on individual contributor and trusted advisor who can independently manage complex sourcing initiatives from the initial definition of business requirements through sourcing, negotiation, contract execution, implementation and ongoing supplier governance.
The role will partner closely with Corporate Real Estate, Facilities, Physical Security, Legal, Risk, Compliance, Finance and other internal stakeholders. Success requires the ability to translate operational and technical requirements into commercially sound sourcing strategies, create competitive tension in the market, evaluate both quantitative and qualitative supplier proposals and communicate recommendations clearly to senior stakeholders.
Key ResponsibilitiesThe Associate Specialist will assess business needs and perform detailed analysis of spend, demand, contracts, supplier performance and market conditions. Based on this analysis, the individual will develop category strategies, sourcing plans, negotiation approaches and savings targets that align with business priorities. The role will maintain a forward-looking pipeline of sourcing opportunities, contract expirations and supplier initiatives, supported by relevant market intelligence and performance reporting.
The position will lead multiple concurrent RFI, RFP and RFQ events. This includes defining requirements, developing scopes of work, preparing pricing models and evaluation criteria, coordinating supplier communications, managing the bid process, analyzing proposals and facilitating supplier selection. The Associate Specialist will lead commercial and contractual negotiations, document the rationale for recommendations and support stakeholders through the award decision and approval process.
Contracting responsibilities include working with Legal, Risk and SMEs to review, draft and negotiate master agreements, statements of work, nondisclosure agreements and other relevant documents. The role will address pricing, service levels, performance measures, warranties, liability, insurance, change control, termination rights, data and intellectual property considerations, and other category-specific commercial terms. Following contract execution, the individual will support supplier onboarding, implementation and service transition activities to ensure that negotiated value is realized.
The Associate Specialist will also manage strategic supplier relationships through business reviews, and improvement plans. Responsibilities include identifying supplier consolidation, rationalization, and demand-management opportunities. The individual will maintain accurate procurement records and systems, including sourcing documentation, final agreements, savings results, cycle-time measures and supplier performance information.
Strategic Sourcing ApproachThe role will apply a disciplined strategic sourcing process across each assignment. This begins with profiling the category and understanding business requirements, demand drivers, historical spend, incumbent arrangements and stakeholder priorities. The Associate Specialist will then develop the sourcing strategy, assess the supply market and determine the appropriate competitive approach. The individual will execute the RFx process, evaluate supplier responses, lead negotiations and prepare a clear award recommendation. The final stages include contracting, implementation and ongoing supplier management to ensure that financial, operational and risk objectives are sustained throughout the life of the agreement.
Category Scope and Commercial FocusThe category scope includes primary areas within facilities and workplace services. Within design and architecture, the role shall source architectural firms, interior designers, mechanical, electrical, general contracting and workplace strategy providers. Commercial attention should include fee structures, deliverables, intellectual property rights and relevant AIA B-series terms.
Within construction and general contracting, the role shall support general contractors, construction managers, office fit-outs, renovations and capital projects. The Associate Specialist should understand key commercial considerations such as guaranteed maximum price versus lump-sum structures, general conditions, allowances, contingencies, change orders, retainage and applicable AIA A-series agreements.
Facilities services may include integrated facilities management, janitorial services, engineering and MEP maintenance, landscaping and food services. The role will focus on output-based service levels, labor models and rates, equipment and material costs, self-performance versus subcontracting, service coverage, productivity, transition requirements and regional or multi-site consolidation opportunities.
Physical security scope may include guarding services, systems integration, access control and CCTV. Key considerations include bill rates, wage and statutory cost pass-through mechanisms, licensing, training, background checks, coverage models, response times, technology integration, regulatory requirements and service-level performance.
Furniture and workplace solutions may include dealer and manufacturer programs, seating, workstations, ancillary furniture, installation, relocation and move services. Commercial priorities include discount structures, freight and installation costs, lead times, warranties, standards, sustainability, reuse and refurbishment opportunities, and total lifecycle cost.
Candidate ProfileThe successful candidate will hold a bachelor's degree in supply chain management, business, finance, engineering, construction management or a related discipline, or possess an equivalent combination of education and relevant work experience. The individual should bring at least seven years of progressive experience in strategic sourcing, procurement or category management, with demonstrated capability across end-to-end sourcing, competitive bidding, negotiation, contracting and supplier management.
Direct experience with facilities and workplace subcategories is important, particularly across design and architecture, construction, facilities services, physical security, and furniture or workplace solutions. The candidate should possess strong analytical, commercial, project management, communication and stakeholder-management skills and be comfortable managing multiple complex assignments with li