Vendor Coordinator

Job Description

Job Description

Job Title: Vendor Coordinator

Job Description

The Vendor Coordinator manages a large vendor network database by processing vendor additions and change requests and ensuring that all required documentation is accurate and complete. This role supports the E-repair team and focuses on maintaining up-to-date vendor information, including tax forms and contact details, through frequent telephone and email communication. The position requires strong business-to-business relationship-building skills, excellent attention to detail, and the ability to handle high volumes of repetitive work while maintaining accuracy and professionalism.

Responsibilities

• Manage and maintain the vendor network database by processing vendor add and change requests accurately and efficiently.
• Support the E-repair team by working on work orders in the self-service tool used by vendors.
• Handle a large volume of vendor accounts and ensure each account has complete and correct documentation, including W-9 forms and updated contact information.
• Use systems such as MIMS and AS400 (with training provided) to update and maintain vendor records and work orders.
• Call vendors throughout the day to request missing documentation, confirm information, and ensure records are current and compliant.
• Follow a provided list of vendors and systematically contact them to obtain and verify required documents and details.
• Track, manage, and organize all documentation related to vendor requests and projects, ensuring proper filing and accessibility.
• Monitor and report on cycle times, request volumes, and project status, providing accurate and detailed progress reports.
• Follow up regularly and promptly on all issues and open items until they are fully resolved.
• Ensure all work is completed at a high level of accuracy and thoroughness, even in a highly repetitive environment.
• Provide professional customer service to vendors and internal stakeholders via phone and email.
• Perform clerical and administrative tasks such as data entry, order entry, document management, and inventory-related updates as needed.
• Collaborate with team members to support new project requests and help define business objectives and requirements.
• Complete assigned projects and tasks on time with minimal supervision while managing multiple priorities.
• Apply effective problem-solving and decision-making skills to address issues related to vendor information and documentation.
• Maintain strong follow-up practices to ensure all vendor records and requests are fully completed and up to date.

Essential Skills

• High school degree required.
• 1+ year of experience working in an office environment.
• Intermediate experience with Microsoft Office, including Outlook, Word, and Excel.
• Experience in building and maintaining B2B relationships through telephone contact.
• Customer service experience, preferably in a call center or customer support environment.
• Proficiency in clerical work, including data entry, order entry, and administrative support.
• Typing skills sufficient to handle high-volume data and documentation processing.
• Experience with document management and maintaining accurate records.
• Ability to organize, prioritize, and manage multiple projects simultaneously.
• Strong attention to detail and commitment to accuracy.
• Ability to work with new project requests and help define business objectives.
• Ability to complete projects on a timely basis with minimal supervision.
• Excellent written, verbal, and listening communication skills.
• Effective problem-solving and decision-making skills.
• Strong follow-up skills to ensure closure on open issues and requests.
• Ability to work effectively as a team player.

Additional Skills & Qualifications

• Experience working with inventory or related data is beneficial.
• Familiarity with call center environments and high-volume phone work is an advantage.
• Comfort working in a highly repetitive role while maintaining focus and quality.
• Willingness to learn new systems such as MIMS and AS400 (training provided).
• Motivation to grow within the organization and transition into other groups or permanent roles based on performance and attendance.
• Demonstrated reliability and consistent attendance in previous roles.

Work Environment

This role is based onsite in a modern office environment with individual desks and cubicles, providing a quiet workspace that supports focused work. Some permanent employees work remotely, contributing to a calm atmosphere while still offering support and collaboration opportunities around you. The position is onsite five days per week, with standard hours of 8:00 a.m. to 5:00 p.m. The assignment is a full-time contract role currently expected to run until the end of November, with the possibility of extension. You will work extensively on the phone throughout the day, using tools such as MIMS and AS400 (with training provided) and Microsoft Office applications. The environment emphasizes learning and growth, with realistic opportunities for high performers with strong attendance to move into other groups and be considered for longer-term or permanent roles.

This is a Contract position based out of Hoffman Estates, IL.

The pay range for this position is $21.63 - $22.83/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Hoffman Estates,IL.

This position is anticipated to close on Sep 28, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.