Vendor Management Specialist

The Vendor Management Specialist will be a key part of the Vendor Management team.  They will administer the Vendor Management Program for the organization, ensure that the organization hires qualified vendors, manage risk, obtains high-quality services, and maintains productive relationships between vendors and business users.   The Vendor Management Specialist will support and report to the Vendor Manager position.

RESPONSIBILITIES

• Assists Vendor Manager with onboarding questions from internal staff and vendors.
• Assists in the review and preparation of Master Service Agreements (MSA).
• Assists in the review and preparation of Work Orders (WO) and Service Contracts.
• Performs contracting support functions such as assembling and maintaining contract files, abstracting bids, and processing amendments and modifications.
• Reviews vendor qualifications for compliance.
• Maintains and updates vendor information such as qualifications, services, insurance, and contact information.   
• Maintains detailed records of vendor performance, contract details, and negotiations.
• Collaborates with project managers, legal teams, and other internal stakeholders to align procurement, vendor management and contract strategies with business goals.
• Assist Vendor Manager with preparing reports from the vendor systems, such as Yardi, Vendor Café, and other platforms that may be used in the organization.
• Performs other duties as assigned.
• Attends company-sponsored events that relate to the development of the team, which from time to time may include overnight stays at locations away from the employees’ home.

SKILLS & QUALIFICATIONS

• Ability to identify issues and work them to closure, including remediation and escalation where appropriate.
• Strong data analytical skills and understanding of MS Excel, MS PowerPoint, and Smartsheets. Strong knowledge of Vendor Café and Yardi ERP system is a plus.
• Effective in response to shifting priorities and assignments and ability to meet deadlines and expectations. Effective in delivering messages across a wide spectrum of individuals at the company having varying degrees of technical understanding.
• Strong interpersonal skills to be able to establish relationships with internal partners to build consensus and deliver various types of messages to internal and external parties.
• A significant level of trust, credibility and diplomacy is required. In-depth conversations and explanations with customers, direct and indirect reports, and outside vendors can be of a sensitive and/or highly confidential nature.

EXPERIENCE & EDUCATION

• Two years of similar or related experience.
• Minimum of a high school diploma or GED required. College degree or certification preferred.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Operate computer and office equipment.
• Work is primarily sedentary in nature.

FLSA CODE

• Non-exempt