Vendor Relationship Coordinator

Description

This role is responsible for procuring new vendors while developing relationships with existing vendors; creating and maintaining master vendor list; monitor statistics related to purchase orders including change orders to ensure compliance with city policy; monitor SWaM and DBE usage information; build positive relationships between vendors and city departments; setup new vendors; explain Purchasing Division processes; provide training for requisition modules to new users; collaborate with departments to ensure milestones are met throughout major projects; track contract and insurance expiration dates; research and apply for grant funding for projects.

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Target, identify, screen, and recruit prospective contractor/vendor partners.
• Create support tools and materials to manage and track vendors.
• Help desk for vendors to onboard them and maintain successful relationships.
• Provides administrative support to the Purchasing Division; customer service; prepare weekly, monthly, yearly reports for Division Director’s review; serve as a backup to the Purchasing Support Specialist
• Data Entry
• Apply for grants that support the Purchasing Departments growth and vision.
• Oversee vendor compliance, vendor communication, and vendor development.
• Analyze data to produce reports for Division Director.

ADDITIONAL DUTIES

• Attends meetings and training sessions.
• Performs additional duties to support operational requirements as assigned.

Education and Experience
Associate’s Degree, with knowledge of a specific vocational, administrative, or technical nature obtained from a college, technical, business, or vocational school and over one year up to and including three years of experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid Driver’s License with acceptable driving record according to City Criteria

Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading
Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing
Advanced: Ability to write editorials, journals, speeches, manuals, or critiques.

Math
Advanced: Ability to apply fundamental concepts of theories, work with advanced mathematical operations methods, and functions of real and complex variables.

Communication Skills
Requires providing basic advice to others outside direct reporting relationships on procedures or general policies. Contacts may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making
Normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. Special projects are managed with little oversight and assignments may be reviewed upon completion. Performance reviewed periodically.

Technical Skills
Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities
Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry.

Supervisory Responsibilities
Work requires the occasional direction of helpers, assistants, seasonal employees, interns, or temporary employees

PHYSICAL DEMANDS

• Sedentary physical effort, exerting up to 10 lbs. occasionally, or negligible weights frequently; sitting most of the time.
• Constant handling, fine dexterity; adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
• Frequent sitting, walking, reaching, bending, twisting.
• Occasional standing, lifting, carrying, pushing/pulling, kneeling, crouching, climbing.
• Rare balancing.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• Frequently experiences time pressure, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work, and noisy/distracting environment.
• May occasionally experience emergency situations, irregular work schedule/overtime.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT

This work is performed in an office environment where there are no environmental or health and safety factors. The employee must wear appropriate protective equipment as apparent or assigned, if any.