Vendor Management Specialist

Our solutions include project design and manufacturing, sand and chemical supply, logistics coordination and data reporting, automation technology, emissions reduction, and additive manufacturing.

At PF Holdings, Our portfolio of established and dependable companies reliably operate efficiently and effectively, driving innovation and commercial success for the future, for the benefit of industry, our clients, and the world.

Responsible for serving as the primary liaison between the Company and its strategic suppliers to ensure effective vendor relationships, timely communication, and coordination of financial obligations. This position partners closely with Supply Chain, Accounts Payable, Treasury, and Operations to monitor vendor performance, prioritize payment requirements, forecast cash needs, and proactively identify risks that could impact business operations.

Essential Responsibilities :

• Serve as the primary point of contact for assigned strategic suppliers.
• Build and maintain productive relationships with vendors to support operational continuity and long-term partnerships.
• Maintain regular communication with suppliers regarding operational, contractual, and financial matters.
• Coordinate supplier meetings, business reviews, and follow-up activities.
• Document meeting outcomes, risks, action items, and commitments to ensure accountability.
• Proactively identify and escalate supplier concerns before they impact operations.
• Partner with internal stakeholders to resolve vendor issues and improve supplier performance.
• Maintain and prioritize a rolling list of vendors requiring payment based on operational needs and business priorities.
• Monitor outstanding balances, aging reports, and payment status.
• Collect, validate, and organize payment requests and supporting documentation.
• Coordinate closely with Accounts Payable and Treasury to establish payment priorities and resolve payment-related issues.
• Communicate payment status and expected timelines to suppliers.
• Monitor vendors at risk of service interruption, lien filings, collection activity, or other financial concerns and escalate issues as appropriate.
• Forecast weekly and monthly vendor payment requirements based on operational demand and purchasing activity.
• Monitor supplier spend and run rates to identify trends and future cash requirements.
• Compare projected expenditures against budgets, forecasts, and expected business activity.
• Identify upcoming funding needs and proactively communicate potential risks to leadership.
• Prepare executive-level summaries and reports regarding anticipated payment obligations, supplier spending, and financial trends.
• Develop reports and dashboards that provide visibility into vendor performance, spending, and payment metrics.
• Analyze supplier and financial data to identify trends, risks, and opportunities for process improvement.
• Create and maintain reports utilizing advanced Microsoft Excel functions and Power BI dashboards.
• Ensure the accuracy and integrity of vendor, payment, and forecasting data.
• Support continuous improvement initiatives by recommending process enhancements and reporting efficiencies.
• Perform other duties and responsibilities as assigned based on business needs.

Education and Experience :

• Bachelor's degree in Business, Supply Chain Management, Finance, Accounting, or a related field, or an equivalent combination of education and experience.
• 3 or more years of experience in vendor management, procurement, supply chain, finance, accounts payable, or a related business function.
• Advanced proficiency in Microsoft Excel, including PivotTables, XLOOKUP, Power Query, advanced formulas, and data analysis.
• Experience with Microsoft Power BI preferred.
• Experience working with ERP systems such as Microsoft Business Central, SAP, Oracle, or similar platforms preferred.
• Experience with budgeting, forecasting, and financial reporting preferred.
• Experience negotiating with vendors and managing supplier relationships preferred.
• Strong knowledge of vendor relationship management and supplier performance processes.
• Knowledge of financial analysis, cash flow, spend forecasting, and accounts payable processes.
• Ability to effectively coordinate and prioritize vendor payments based on operational and business requirements.
• Advanced proficiency in Microsoft Excel, including PivotTables, XLOOKUP, Power Query, advanced formulas, and data analysis.
• Proficiency with Microsoft Power BI preferred.
• Experience working with ERP systems such as Microsoft Business Central, SAP, Oracle, or similar platforms preferred.
• Strong data analysis and reporting capabilities.
• Strong negotiation and conflict resolution skills.
• Strong project management and process improvement skills.
• Excellent written and verbal communication skills with the ability to build effective relationships with internal and external stakeholders.
• Strong analytical, organizational, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong attention to detail and commitment to data accuracy and integrity.

Knowledge, Skills, and Abilities:

• Operates in a professional and/or business casual office environment.
• Routinely uses standard office equipment such as laptops, photocopiers/scanners, and smartphones.
• Evening and weekend work may be required as job duties demand.
• Ability to fluently read, write, understand and communicate in English.
• Ability to lift up to 15 pounds
• Must be able to adhere to process protocol
• Strong work ethics of integrity and honesty striving for excellence in all activities employing accompanying communication.

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and is subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.

We are an equal opportunity employer and do not make employment decisions based on a person's race, color, religion, sex, gender, sexual orientation, age, national origin, ancestry, disability, veteran status, or any other protected category under applicable federal, state, and local laws.