Vendor Management Specialist

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Job Requisition: Vendor Management Specialist. Facilities Management – P2 Level

What this job involves

The Vendor Management Specialist manages and oversees all third-party service provider relationships executing hard service contracts within the pharmaceutical industry. This role serves as the strategic liaison between JLL, the client, and external vendors, ensuring contract compliance, operational excellence, and continuous improvement. The Vendor Services Lead demonstrates leadership in vendor management, quality assurance, and cross-functional stakeholder engagement while driving cost optimization and service delivery excellence.

Key Responsibilities

Vendor Management & Strategic Oversight

• Lead and manage comprehensive vendor relationships, serving as the primary point of contact for third-party service providers executing hard service contracts
• Develop and maintain strategic client, supplier, and internal stakeholder relationships through proactive engagement, transparent communication, reliable reporting, and consistent performance delivery
• Drive vendor performance management through established KPIs, conducting regular business reviews and implementing corrective action plans when performance gaps are identified
• Lead the Vendor Qualification process, ensuring all service providers maintain proper credentials, certifications, and compliance with regulatory standards, good documentation practices (GDP), standard operating procedures, and all applicable policies

Contract & Compliance Management

• Demonstrate comprehensive understanding of all assigned Vendor Service Agreements, including scope, terms, performance standards, and compliance requirements
• Analyze Service Agreements and present strategic change recommendations to management based on change requests, operational initiatives, and continuous improvement opportunities
• Execute and document Quality Audits to validate provider compliance with Service Agreements and pharmaceutical industry regulations; effectively communicate findings to key stakeholders and drive resolution of non-conformances
• Coordinate contract amendments, scope modifications, and service level adjustments in alignment with business needs and regulatory requirements
• Ensure vendor compliance with all applicable regulations including FDA, EHS, and other pharmaceutical industry standards

Performance & Financial Management

• Consistently meet and exceed Key Performance Indicators (KPIs) in compliance with Service Level Agreements (SLAs)
• Identify and implement cost-savings opportunities and innovative solutions that enhance operational efficiency while maintaining quality standards
• Support budget management by monitoring vendor spend, validating invoices, and identifying cost optimization opportunities
• Track and report on vendor performance metrics, cost trends, and service delivery outcomes to leadership

Cross-Functional Leadership & Communication

• Drive alignment and facilitate communication between service providers, Facilities Operations, Sourcing, Finance, Quality, EHSS, and other key stakeholders
• Lead cross-functional meetings to address vendor performance issues, project coordination, and strategic initiatives
• Document and maintain process flows, standard operating procedures, and work instructions in the Process Manual; ensure distribution to key stakeholders and training as needed
• Champion change management efforts related to vendor services, ensuring smooth transitions and stakeholder buy-in

Problem Resolution & Continuous Improvement

• Address complex issues and concerns independently, developing effective and innovative solutions while driving timely resolution within budget constraints
• Proactively identify operational risks, service gaps, and improvement opportunities; implement corrective and preventive actions
• Lead root cause analysis for vendor-related incidents and drive implementation of sustainable solutions
• Support and initiate continuous improvement projects that enhance vendor service delivery, reduce costs, and improve operational efficiency

Safety & Regulatory Compliance

• Lead by example to promote a strong safety culture in support of EHS requirements
• Proactively identify unsafe conditions and behaviors in vendor operations; collaborate with vendors and internal EHS teams to implement corrective actions
• Ensure vendor compliance with all safety regulations, site-specific requirements, and industry best practices

Work Order & Service Execution Oversight

• Oversee vendor work order execution, ensuring proper documentation, timely completion, and quality standards
• Monitor work order trends and metrics to identify process improvements and vendor performance issues
• Perform other duties as assigned by management

Required Qualifications

Education & Experience

• Bachelor's degree preferred
• Minimum 3-5 years of experience in vendor management, contract administration, or facilities management within regulated industries (pharmaceutical, biotech, healthcare, or similar)
• Proven track record managing multiple vendor relationships and service contracts simultaneously
• Experience developing Scopes of Work, conducting supplier performance assessments, and managing contract compliance

Technical Competencies

• Strong understanding of pharmaceutical industry regulations, GMP, GDP, and compliance requirements
• Working knowledge of building systems including HVAC, electrical, plumbing, life safety, and critical utilities
• Proficiency in Computerized Maintenance Management Systems (CMMS); experience with Maximo strongly preferred
• Advanced computer skills including Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Ability to analyze data, generate reports, and present findings to leadership

Core Competencies

• Exceptional communication skills (verbal and written) with ability to effectively engage multiple stakeholders at all organizational levels
• Excellent interpersonal skills with demonstrated ability to build and maintain professional relationships
• Strong negotiation and conflict resolution abilities
• Proven ability to balance competing priorities and deliver superior service under pressure
• Strategic thinking with strong analytical and problem-solving capabilities
• Financial acumen with experience managing budgets and identifying cost-saving opportunities

Leadership Attributes

• Self-motivated with ability to work independently and exercise sound judgment with minimal supervision
• Demonstrated leadership presence and ability to influence without direct authority
• Proactive mindset with ability to anticipate needs and drive results
• Detail-oriented with strong organizational and project management skills
• Adaptable and able to thrive in fast-paced, demanding environments while mastering new skillsets quickly
• Commitment to continuous learning and professional development

Physical Requirements

• Must be able to adequately perform required job functions, including ability to lift, bend, and move in such a way as to perform job tasks in a safe and approved manner
• Ability to lift up to 50 lbs
• Ability to conduct site inspections and audits requiring walking, climbing stairs, and accessing mechanical spaces

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

Location:

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:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits include:

• 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

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at View email address on aiapply.co . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.