Vendor Relations Specialist

Vendor Relations Specialist

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and Live Nation producing over 30 headline concerts every year at the Germania Insurance Amphitheater. Opening in 2026, COTA's amusement park, COTALAND, is on over 30-acres featuring two first of their kind Roller Coasters and 30 rides.

We are seeking a highly organized and communicative Vendor Relations Specialist to manage and optimize relationships with our external suppliers and independent contractors. In this role you will be a major point of contact between internal departments and external vendors during the processes of vendor on-boarding, issuance of purchase orders, and review of vendor compliance with COTA vendor terms and conditions. The goal of this role is to build strong partnerships and communication lines that drive efficiency and reduce costs.

Requirements

• Coordinate the vendor onboarding process and lead the initial intake of key vendor information including banking information.
• Review and verify vendor Certificates of Insurance (COI) to ensure compliance with company risk management policies. Proactively track expiration dates and obtain updated COIs from vendors prior to policy lapses.
• Responsible for any updates needed to the vendor master file including address changes, payment method changes, or ownership/management changes.
• Review purchase order (PO) entries to ensure data-entry accuracy and completeness including alignment with financial policies and proper general ledger coding and department charges before final issuance of the PO.
• Act as the primary point of contact in the Procure to Pay area for vendors regarding purchase order and payment statuses.
• Review instances where a single parent vendor account exists and proactively co-ordinate with vendors and internal departments to establish subsidiary-specific vendor accounts to ensure accurate recording of company expenses by subsidiary.
• Conduct regular audits and reviews to confirm all subsidiaries are receiving equal, consistent pricing from shared single vendors and align with master service agreements where possible.
• Provide backup support for the Procure to Pay team and the Director of Procure to Pay.
• Support process improvements and efficiency initiatives, including automation where possible.

Required Qualifications

• Requires 2-3 years of experience in a high-volume accounts payable, procurement, or supply chain coordination role
• Strong understanding of purchase order processes, basic accounting principles, and general ledger coding practices.
• Exceptional attention to detail with proven experience of maintaining data integrity.
• Proficiency with accounting software, Microsoft Office, and advanced Excel skills.
• Demonstrated ability to communicate effectively and work cross-functionally.
• Exceptional verbal and written communication skills for resolving conflicts and maintaining positive external relationships
• Detail-oriented with a proactive approach to identifying and resolving issues.

Preferred Qualifications

• Associate or bachelor's degree in supply chain management, accounting, business management, or a related field; equivalent work experience may be considered in lieu of a degree.
• Experience with reviewing Certificates of Insurance (COI) and managing renewal update cycles.
• Familiarity with multi-entity ERP systems such as Oracle or NetSuite

Physical Demand & Work Environments

• Ability to stand, sit, use hands to handle, or feel, reach with hands and arms.
• Ability to lift and/or move up to 25 pounds.
• Ability to squat, bend, twist, push/pull.
• Ability to stand/walk for long periods.
• Specific vision abilities required by this job include close vision and distance vision.
• The noise level in the work environment is usually moderate but can be loud during events.

What We Offer

• Opportunity to shape the financial foundation of a landmark entertainment destination in Austin.
• A collaborative, entrepreneurial culture where your insights directly impact strategy and success.
• Competitive compensation package including base salary, performance bonus, and benefits.
• Growth opportunities as the park expands its footprint and offerings.

Salary commensurate with experience.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

EQUAL EMPLOYMENT OPPORTUNITY:

COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.