Preferred Vendor Coordinator

Job Description

Job Description

The Preferred Vendor Coordinator supports the successful execution, adoption, and ongoing performance of the Preferred Vendor Program across multiple markets. Working closely with the Preferred Vendor Manager, this role provides operational, compliance, communication, and administrative support to ensure consistent program implementation and vendor engagement. The coordinator serves as a key liaison between onsite teams, preferred vendors, and strategic program partners, helping to drive program adoption, monitor compliance requirements, coordinate communications and training initiatives, and support continuous improvement efforts. This position requires strong organizational skills, attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced environment while delivering exceptional service and support to internal and external stakeholders.

RESPONSIBILITIES

Operational Support

Support the Preferred Vendor Manager in timely, successful implementation of day-to-day program activities.

• Support execution of the Preferred Vendor Program launch calendar, including pre-launch planning, rollout coordination, and post-launch follow-up action items.

• Support multiple markets and onsite teams simultaneously to ensure successful implementation and program consistency.

• Partner with the Preferred Vendor Manager to track, monitor, and report on program KPIs, adoption of metrics and operational performance.

• Assist in driving program adoption through onsite engagement, education and ongoing support.

• Conduct regular outreach and support sessions with onsite teams both internally and with the trusted partner to answer questions, reinforce program understanding and improve reporting and utilization.

• Coordinate and facilitate vendor and onsite team Q&A sessions to support engagement and issue resolution.

Compliance (COI) & Vendor Management Support

Serve as the primary point of contact for basic program and compliance inquiries from onsite teams regarding compliance and the Vendor Management program.

• Escalate critical vendor compliance or operational issues to VendorSmart and include the Preferred Vendor Manager to expedite resolution and minimize business disruption.

• Act as a liaison between onsite teams and the program’s strategic partner to ensure timely communication and issue resolution.

• Monitor vendor compliance documentation and requirements, including W-9 documentation, contracts, Certificates of Insurance (COIs), hold harmless agreements and waivers.

Program Communication & Coordination

Coordinate and assist with the deployment of Preferred Vendor communications, meetings, training, and events.

• Create, manage and maintain the Preferred Vendor Program shared inbox to ensure timely responses and organized communication.

• Coordinate with the VCP Communications Team and VendorSmart to support development and distribution of monthly newsletters.

• Assist with planning, logistics and execution of in-person meetings, vendor events, training sessions, and leadership presentations.

• Support development of training resources, FAQs and communication materials to enhance program understanding and adoption.

Continuous Improvement & Program Performance

Monitor and track performance to support a data-driven program and continuous improvement.

• Monitor BidDesk and support oversight of the RFP/bid submission process.

• Track Preferred Vendor progress throughout the bid process and coordinate follow-up communication with onsite teams and VendorSmart as needed.

• Gather feedback from onsite teams and vendors to identify opportunities for process improvement and enhanced program performance.

• Support initiatives focused on increasing vendor participation, improving compliance rates, and strengthening preferred vendor benefits and engagement.

• Contribute to ongoing process standardization and program optimization efforts.

REQUIREMENTS

• Bachelor’s degree preferred or equivalent combination of education and relevant experience.

• 2–4 years of experience in vendor management, operations coordination, compliance administration, procurement support or related field.

• Strong organizational and project coordination skills with the ability to manage multiple priorities and markets simultaneously, with accuracy and attention to detail.

• Excellent written and verbal communication skills with strong customer service orientation.

• Experience working cross-functionally with operations teams, vendors, and external partners.

• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint and Outlook; experience with vendor management or procurement platforms preferred.

• Ability to work independently while collaborating effectively in a fast-paced, evolving environment.

PHYSICAL REQUIREMENTS

The physical requirements can vary, but generally, they may include:

• Lifting: Occasionally lift, carry, push, or pull materials weighing up to 15 pounds, including training materials, presentation supplies, files, and event-related materials.

• Mobility: Ability to move throughout office locations, meeting spaces, and event venues.

• Working conditions: Primarily performed in a professional office environment with a combination of in-office and virtual interactions. Frequent interaction with internal teams, vendors, and external partners in a fast-paced environment.

• Personal protective gear: No regular PPE required under normal working conditions.

• Extended Sitting or Standing: Ability to remain seated for extended periods while working at a computer, attending virtual meetings, and performing administrative functions. Occasional standing for presentations, training sessions, meetings, and special events.

• Manual Dexterity: Frequent use of computers, keyboards, telephones, and other office equipment. Ability to prepare reports, presentations, correspondence, and maintain electronic records with accuracy.

• Driving: Ability to operate a vehicle to perform certain job functions. (Please note: We will request and review an MVR at the time of hire and on a periodic basis thereafter to ensure that employees maintain a satisfactory driving status.)

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodation in performing the job duties as described in the job description, discuss with your manager.

WHAT WE OFFER:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!