Associate Specialist, Procurement - Strategic Sourcing - Facilities

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 Purpose

The 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 Responsibilities

The 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 Approach

The 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 Focus

The 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 Profile

The 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 limited oversight. Advanced Excel capability and practical experience with e-sourcing, ERP and contract-management platforms are expected. The position requires a Chicago-area presence.

Preferred qualifications include experience with AIA agreements; integrated facilities management outsourcing; supplier consolidation; complex real estate or capital-project sourcing; and procurement within financial services, professional services or another regulated industry. Knowledge of third-party risk, regulatory compliance, business continuity and supplier financial fitness is also beneficial. An MBA or other advanced degree, together with a professional designation such as CPSM, CPM, CIPS or CSCP, would be considered an advantage.

Core Capabilities

The Associate Specialist must demonstrate independent sourcing execution, strong commercial judgment and effective negotiation skills. The role requires the ability to analyze complex data, develop practical sourcing strategies, make balanced recommendations and secure stakeholder alignment. The individual should build trusted-advisor relationships while maintaining appropriate procurement discipline, transparency and governance. Strong written and verbal communication is essential, as is the ability to explain complex commercial issues in a clear, concise and decision-oriented manner.

The role also requires strong supplier-performance management, risk awareness and attention to detail. The individual will be expected to maintain accurate records, follow procurement policies and support applicable legal, regulatory, insurance, third-party risk and business-continuity requirements. A continuous-improvement mindset is important, including the ability to identify opportunities to simplify processes, consolidate demand, improve specifications, strengthen supplier accountability and increase the use of procurement tools and reporting.

Expected First-Year Outcomes

During the first twelve months, the Associate Specialist should establish a balanced sourcing pipeline across the five facilities and workplace subcategories and demonstrate the ability to deliver sourcing events on schedule. The individual should produce well-supported sourcing strategies and award recommendations, achieve documented savings and cost avoidance, and improve critical commercial and contractual terms.

The individual should build effective working relationships with Real Estate, Facilities, Workplace and Physical Security stakeholders and become recognized as a responsive and commercially credible procurement advisor.

The Associate Specialist should also ensure that sourcing awards and supplier arrangements satisfy relevant legal, insurance, regulatory, third-party risk and business-continuity requirements. Procurement systems and records should contain complete and accurate contract, sourcing and supplier information, supported by reliable reporting of pipeline, savings, cost avoidance, cycle time, contract status and supplier performance.

Overall success will be measured by the individual’s ability to independently manage complex sourcing initiatives, deliver sustainable commercial value, strengthen supplier performance and risk management, and provide high-quality service to internal stakeholders while consistently applying Global Procurement policies and processes.

Salary Range:

Salary range is a good faith estimate of base pay. Northern Trust provides a comprehensive benefits package including retirement benefits (401k and pension), health and welfare benefits (medical, dental, vision, spending accounts and disability), paid time off, parental and caregiver leave, life & accident insurance, and other voluntary and well-being benefits. Northern Trust also provides a discretionary bonus program that may include an equity component.

Work Authorization

Applicants must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. Northern Trust will not sponsor applicants for U.S. work visa status for this opportunity (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa).

Working with Us

As a Northern Trust partner, you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to an inclusive workplace and assisting the communities we serve.

Philanthropy is deeply rooted in Northern Trust’s history and is an essential element of our culture. Employees around the world give their time and talent to work for the greater good of their communities.

Reasonable Accommodation

Northern Trust is committed to working with and providing adjustments to individuals with health conditions and disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at MyHRHelp@ntrs.com, or alternatively you can discuss your individual requirements with the recruiter you are working with.