Associate Vendor Relations

Position Summary The Associate Vendor Relations provides essential administrative, operational, and coordination support to the Senior Manager of Vendor Relations and the broader Commercial Excellence team. This role manages the day-to-day administrative infrastructure of the vendor relations functioning, scheduling, documentation, tracking, financial administration, event logistics, and communication support—freeing the Senior Manager to focus on strategic vendor relationships, cross-functional execution, and advisory leadership activities. This role is remote, with one required in-office day per week at our Birmingham, AL location. Administrative & Documentation Support Maintain centralized repositories for vendor contracts, agreements, SOPs, and supporting documentation, ensuring version control and accessibility. Draft, format, and proofread vendor-related correspondence, presentations, SOWs, and internal reports on behalf of the Senior Manager. Manage document lifecycle for vendor onboarding and offboarding, including intake forms, NDAs, and compliance checklists. Coordinate and track vendor credentialing, compliance documentation, and data security requirements. Support development and ongoing maintenance of standard operating procedures (SOPs) for vendor relations processes and administrative workflows. Scheduling & Meeting Coordination Own scheduling and calendar management for vendor meetings, QBRs, monthly cadence calls, and internal cross-functional working sessions. Prepare and distribute meeting agendas, pre-read materials, and support documentation in advance of all vendor and internal meetings. Capture meeting notes, action items, and decisions; distribute follow-up summaries and track completion of commitments. Coordinate logistics for on-site and virtual vendor meetings, including room booking, tech setup, and participant communication. Tracking & Project Coordination Maintain centralized project tracking tools and dashboards for vendor initiatives, pilot programs, and cross-functional deliverables. Monitor task completion, milestone progress, and open action items across vendor programs; flag delays and escalation to the Senior Manager as needed. Manage and update trackers for vendor marketing fund commitments, sponsorships, and event logistics. Support the Senior Manager in building and maintaining SOWs, project plans, and initiative briefs for vendor-facing programs. Compile regular status reports and portfolio-level summaries for leadership reviews and cross-functional updates. Financial & Marketing Fund Administration Track vendor marketing fund allocations, expenditures, and balances across co-op, education, and promotional programs; maintain accurate, up-to-date budget records. Follow up with vendors on outstanding payments and open invoices; and elevate aging items to the Senior Manager. Reconcile vendor fund statements against internal records; flag discrepancies and support monthly and quarterly close processes with Finance. Event & Sponsorship Coordination Coordinate vendor sponsorship logistics for enterprise, GVP/DVP, and field events—tracking commitments, collecting assets, and confirming deliverables against sponsorship agreements. Maintain sponsorship trackers covering funding levels, CE requirements, registration details, and asset deadlines across all active vendor agreements. Serve as a primary point of contact for vendor logistics at Mission events, managing on-site setup, signage, materials, and day-of vendor need. Liaise with the Events team to align vendor timelines, deliverables, and logistics with event schedules and production requirements. Conduct post-event administrative wrap-up, including reconciling actual vs. committed spend, capturing performance notes, and updating trackers for future planning. Assist in drafting vendor communications, announcements, and marketing assets for review and support communication to hospital teams, field leadership, and internal stakeholders. Maintain the vendor marketing calendar and coordinate content distribution across channels, ensuring timely delivery of vendor materials to internal audiences. Serve as an administrative liaison between vendors and internal teams—routing inquiries, requests, and escalations to the appropriate contact and tracking resolution. Support preparation in support of leadership presentations, field meeting decks, and vendor-facing materials, including gathering data, formatting content, and incorporating feedback. Key Responsibilities Administrative & Documentation Support Maintain centralized repositories for vendor contracts, agreements, SOPs, and supporting documentation, ensuring version control and accessibility. Draft, format, and proofread vendor-related correspondence, presentations, SOWs, and internal reports on behalf of the Senior Manager. Manage document lifecycle for vendor onboarding and offboarding, including intake forms, NDAs, and compliance checklists. Coordinate and track vendor credentialing, compliance documentation, and data security requirements. Support development and ongoing maintenance of standard operating procedures (SOPs) for vendor relations processes and administrative workflows. Scheduling & Meeting Coordination Own scheduling and calendar management for vendor meetings, QBRs, monthly cadence calls, and internal cross-functional working sessions. Prepare and distribute meeting agendas, pre-read materials, and support documentation in advance of all vendor and internal meetings. Capture meeting notes, action items, and decisions; distribute follow-up summaries and track completion of commitments. Coordinate logistics for on-site and virtual vendor meetings, including room booking, tech setup, and participant communication. Tracking & Project Coordination Maintain centralized project tracking tools and dashboards for vendor initiatives, pilot programs, and cross-functional deliverables. Monitor task completion, milestone progress, and open action items across vendor programs; flag delays and escalation to the Senior Manager as needed. Manage and update trackers for vendor marketing fund commitments, sponsorships, and event logistics. Support the Senior Manager in building and maintaining SOWs, project plans, and initiative briefs for vendor-facing programs. Compile regular status reports and portfolio-level summaries for leadership reviews and cross-functional updates. Financial & Marketing Fund Administration Track vendor marketing fund allocations, expenditures, and balances across co-op, education, and promotional programs; maintain accurate, up-to-date budget records. Follow up with vendors on outstanding payments and open invoices; and elevate aging items to the Senior Manager. Reconcile vendor fund statements against internal records; flag discrepancies and support monthly and quarterly close processes with Finance. Event & Sponsorship Coordination Coordinate vendor sponsorship logistics for enterprise, GVP/DVP, and field events—tracking commitments, collecting assets, and confirming deliverables against sponsorship agreements. Maintain sponsorship trackers covering funding levels, CE requirements, registration details, and asset deadlines across all active vendor agreements. Serve as a primary point of contact for vendor logistics at Mission events, managing on-site setup, signage, materials, and day-of vendor need. Liaise with the Events team to align vendor timelines, deliverables, and logistics with event schedules and production requirements. Conduct post-event administrative wrap-up, including reconciling actual vs. committed spend, capturing performance notes, and updating trackers for future planning. Cross-Functional & Vendor Communication Support Assist in drafting vendor communications, announcements, and marketing assets for review and support communication to hospital teams, field leadership, and internal stakeholders. Maintain the vendor marketing calendar and coordinate content distribution across channels, ensuring timely delivery of vendor materials to internal audiences. Serve as an administrative liaison between vendors and internal teams—routing inquiries, requests, and escalations to the appropriate contact and tracking resolution. Support preparation in support of leadership presentations, field meeting decks, and vendor-facing materials, including gathering data, formatting content, and incorporating feedback. Qualifications Bachelor’s degree required (Graduate degree preferred): Concentrations in Marketing, Business Administration/Management, Supply Chain, Finance, Project Management, Public Relations, Communications or Hospitality. 1+ years of experience preferred in a marketing or operations coordinator, or project support role; experience in veterinary, healthcare, or consumer goods environments preferred. Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously in a fast-paced environment. Strong organizational skills with meticulous attention to detail; proven experience maintaining complex trackers and documentation systems. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools (e.g., Monday.com) a plus. Excellent written and verbal communication skills; ability to draft professional correspondence and presentations with minimal direction. High degree of professionalism, discretion, and judgment in handling vendor relationships and confidential business information. Collaborative, service-oriented mindset with the ability to build effective working relationships across functions and levels. Self-starter with the initiative to anticipate needs, identify process improvements, and operate with minimal supervision in a dynamic, growing organization. Additional Information Employment: Full-Time Reports to: Sr. Manager, Vendor Relations Location: Hybrid Travel Required: Limited How You’re Supported Competitive Compensation — A competitive salary and a comprehensive benefits package. Total Wellbeing — Comprehensive coverage including Health, Dental, and Vision insurance, plus 24/7 access to doctors through Teladoc. Financial Health — Plan for your future with a 401k featuring a generous company match, plus Life Insurance and Short-Term Disability options. Commitment to Growth — Benefit from significant opportunities for upward mobility and career growth within a rapidly expanding organization. A Collaborative Culture — Join a nationwide community of over 20,000 veterinary professionals and a Home Office team that lives by our WAG values. Valuable Perks — Enjoy generous paid time off and company-wide holidays, discounted veterinary care for your pets, and access to an online discount platform. About Mission Pet Health Mission Pet Health was founded by veterinarians on the belief that local practices thrive with clinical autonomy, collaboration, and medical excellence. The organization provides world‑class support to its 850+ hospital teams on a hyper‑local basis so they can focus on what matters most: the medicine, their patients, and their team culture. Learn more at missionpethealth.com. Driving the award‑winning culture are the WAG values — Work Together, Amaze, and Grow. Mission Pet Health is veterinarian‑led, people‑focused, and on a mission to be the best place to work in veterinary medicine. EEO Statement: Mission Pet Health is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr