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Job Description:

As an Administrative and Vendor Management Specialist, your role is to provide administrative support and manage relationships with vendors to ensure smooth operations and effective procurement processes within the organization. You will be responsible for coordinating administrative tasks, managing vendor relationships, and optimizing vendor performance to meet business needs.

Responsibilities:

1. Administrative Support:

• Assist with general administrative tasks such as scheduling appointments, managing calendars, and organizing meetings.
• Prepare and distribute correspondence, reports, and presentations as needed.
• Maintain accurate records and documentation, both physical and digital.

1. Vendor Selection and Onboarding:

• Identify and evaluate potential vendors, conducting research, and gathering information.
• Coordinate the vendor selection process, including issuing requests for proposals (RFPs) or quotes (RFQs).
• Collaborate with stakeholders to assess vendor proposals and make recommendations.
• Facilitate the onboarding process for new vendors, ensuring all necessary documentation and agreements are in place.

1. Vendor Relationship Management:

• Build and maintain positive relationships with vendors, serving as the main point of contact.
• Collaborate with vendors to negotiate contracts, terms, and pricing agreements.
• Monitor vendor performance, including delivery, quality, and compliance with contractual obligations.
• Address any vendor-related issues or concerns promptly and effectively.

1. Procurement and Purchase Orders:

• Collaborate with internal teams to determine procurement needs and requirements.
• Process purchase orders and ensure accurate and timely delivery of goods or services.
• Track and manage purchase orders, invoices, and payments.
• Maintain inventory of supplies and equipment, coordinating with vendors for replenishment as needed.

1. Contract Management:

• Maintain a centralized contract repository, ensuring all contracts are properly documented and organized.
• Monitor contract expiration dates and proactively initiate contract renewals or renegotiations as necessary.
• Collaborate with legal and finance departments to review and finalize contracts.

1. Vendor Performance Evaluation:

• Develop and implement vendor performance evaluation processes and metrics.
• Conduct regular assessments of vendor performance and provide feedback.
• Collaborate with stakeholders to address any performance issues and drive continuous improvement.

1. Compliance and Risk Management:

• Ensure vendor compliance with organizational policies, procedures, and regulations.
• Assess and mitigate vendor-related risks, including data security and regulatory compliance.
• Stay updated on industry trends and best practices related to vendor management and procurement.

Requirements:

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field (or equivalent experience).
• Proven experience in administrative support and vendor management.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Attention to detail and ability to manage multiple tasks simultaneously.
• Knowledge of procurement processes, vendor selection, and contract management.
• Familiarity with vendor management software and tools.
• Analytical mindset and ability to evaluate vendor performance and assess risks.
• Proficiency in using productivity tools such as Microsoft Office Suite.