Vendor Coordinator

Vendor Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Summary

The Vendor Coordinator serves as the administrative support function to the Vendor Manager, providing essential coordination, documentation, and tracking services that enable effective vendor relationship management. This role handles the operational and administrative aspects of vendor management including onboarding coordination, data compilation, supplier performance tracking, compliance documentation tracking, and communication logistics, maintaining accurate records, timely processing, and organized documentation across the vendor portfolio.

Principal Duties and Responsibilities

Task will include but not be limited to:

• Coordinate vendor onboarding activities including system access setup, documentation collection, and stakeholder introductions.
• Add new vendors, process change of address and maintain vendor files for contracts, blanket PO's, and non-contracts.
• Schedule and coordinate vendor meetings, business reviews, and performance discussions.
• Distribute communications regarding policy updates, training requirements, and operational changes to vendor partners.
• Follow up with accounts payable regarding vendor invoice payments and budget information of daily activity.
• Maintain vendor contact databases, communication logs, vendor playbooks, standard operating procedures, and service requirement documentation.
• Ensure 100% accurate vendor and supplier records including updated contracts, addresses, purchase orders, and contact information.
• Compile supplier performance data and documentation for review.
• Track compliance documentation and manage compliance of required local, state and federal laws and regulations.
• Create purchase orders as required, maintain and monitor goods receipting, reversal, unmatched invoices and accruals.
• Assist with vendor spend data collection and preparation for customer's annual operating budget.
• Process routine work orders; open new, manage existing, close and follow up to ensure timely completion.
• Administer and monitor Work Order Requests and filter requests accordingly on Corrigo dashboards.
• Generate, review and distribute needed site reports as needed or required.
• Assist in preparation of monthly reports and internal correspondence.
• Maintain all files and ensure compliance with document retention policies.
• Update telephone, email distribution, emergency lists and escalation lists.
• Assist with arrangement of meetings and conferences including reservation of meeting/conference rooms.
• Address complaints and escalate issues to Facility Management team as needed.
• Assist engineering teams with computer access issues.
• Perform additional job duties as requested by the Vendor Manager and Facility Management staff.

Minimum Experience:

Education & Experience

• High School diploma or GED equivalent
• 2+ years' experience with Facility or Property Administration
• Working knowledge of computer applications including Word and Excel.
• Demonstrated verbal/written communication skills.

Language Skills

• Ability to write routine reports and correspondence.
• Ability to speak effectively before small groups of tenants or fellow employees.

Other Skill and Abilities

• Superior customer service skills and orientation
• Ability to maintain professionalism at all times under stressful situations.
• Ability to plan and manage work under time constraints.
• Ability to multitask and work without direct supervision.
• Strong organizational skills and collaborative style.

Preferred Experience:

• Experience working in a data center/critical facility.
• Corrigo Experience.
• Zendesk Experience.
• Service Now Experience.

Physical Requirements:

• Walking large, campus-like settings.
• Must be able to sit at a computer for up to 10 hours per day
• Using a computer, including keyboard and mouse, for prolonged periods.
• Viewing a computer screen for extended durations.
• Fine motor skills for typing and using office equipment.
• Occasional lifting of light office materials (up to 10-15 lbs).
• Near vision acuity for reading documents and computer screens.
• Occasional standing, walking, and bending to access files or office equipment.
• Occasional reaching and grasping to handle office materials.
• Must be able to work different schedules.
• Must be able to work Holidays.

Customer Environment Description

• A leading global data center developer and operator specializing in delivering state-of-the-art digital infrastructure solutions across the globe. With more than 50 high-performance mission-critical facilities worldwide, the company ensures the continued operation of digital infrastructure for nearly 800 customers, including approximately 200 Fortune 1000 companies.
• Demanding customer and fast-paced environment, serving some of the largest companies in the world.
• JLL has been supporting the customer since 2021. Our current support includes vendor management.
• Our goal is to continue a fruitful relationship that allows us to grow with the customer. This will provide many opportunities for our employees and allow our customer to scale their business.

About JLL

We're JLLa leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation, and succeed together

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Estimated compensation for this position:

50,000.00 72,000.00 USD per year

This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

Location:

Remote Chicago, IL, Dallas, TX

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay