Vendor Services Coordinator

We are seeking an organized, detail-oriented Vendor Services Coordinator to support vendor management and procurement during planned outages. This role supports pre-outage preparation, outage execution, and post-outage closeout, with a strong focus on purchase orders, invoices, cost tracking, vendor communication, and documentation.

Qualifications, skills, and all relevant experience needed for this role can be found in the full description below.

Key Responsibilities

Pre-Outage Planning

• Review outage-related purchase orders for alignment with contracts, quotes, rates, scopes, and project requirements.
• Coordinate purchase order changes and supporting approvals.
• Communicate schedules, procedures, documentation requirements, and performance expectations to vendors.
• Participate in planning meetings with major Time and Materials vendors, cost leads, and internal stakeholders.
• Identify potential commercial or administrative issues before outage work begins.

Outage Support

• Review purchase orders, service confirmations, and invoices for accuracy.
• Resolve discrepancies that could delay vendor payment.
• Monitor vendor burn rates and spending against approved purchase orders and budgets.
• Collect required daily service confirmations and weekly cost summaries.
• Maintain regular vendor communication and assist with invoice-related questions.
• Identify and escalate potential cost overruns, documentation gaps, and compliance concerns.

Post-Outage Closeout

• Obtain complete and accurate vendor cost summaries and final invoices.
• Support final cost reviews and vendor negotiations as needed.
• Coordinate the return and invoicing of rented equipment and materials.
• Evaluate vendor performance based on scope management, contract compliance, work quality, communication, scheduling, and issue resolution.
• Ensure all invoices, cost records, supporting documentation, and performance evaluations are complete and properly maintained.

Preferred Qualifications

• Experience in vendor coordination, procurement, purchasing, contract administration, or project cost support.
• Experience processing purchase orders, change orders, service confirmations, and invoices.
• Familiarity with Time and Materials contracts and vendor cost tracking.
• Strong organizational, analytical, and problem-solving skills.
• Excellent attention to detail and ability to manage competing priorities.
• Strong written and verbal communication skills. xhyhwjd
• Experience supporting power generation, utilities, construction, maintenance, industrial projects, or planned outages is preferred.