Vendor Operations Coordinator

The Vendor Operations Coordinator supports the Preferred Partner Vendors department by owning day-to-day vendor coordination, service issue resolution, and operational follow-up activities. This role serves as a key liaison between external vendors and internal teams, ensuring services are executed accurately, issues are resolved efficiently, and vendor performance meets expectations.

This position requires strong judgment, systems fluency, and the ability to manage multiple priorities in a fast-paced, vendor-dependent environment. The Vendor Operations Coordinator operates with a high degree of independence while escalating complex or contractual matters appropriately.

Essential Functions

• Serves as a primary point of contact for vendors regarding service execution, delays, and issue resolution
• Provides timely updates on risks, blockers, and status changes to leadership without requiring follow-up requests
• Assists with vendor issues and problem solving
• Demonstrated abilities using all partner systems
• Trained in sourcing tools, beginning to source for new vendors
• Demonstrates ownership of vendor breakout escalations by driving resolution and escalating appropriately when necessary.
• Investigates recurring vendor or service issues to identify root causes and recommend operational improvements
• Maintains accurate records across multiple systems to ensure data integrity and operational visibility
• Working knowledge of CRM Reports to query and resolve issues within main system. Utilize spreadsheet downloads for prioritization
• Processes and reconciles vendor service invoices, supporting month-end close and vendor payment activities
• Utilize Excel and internal systems to prioritize service requests, track outstanding issues, and manage workload
• Communicates professionally with vendors and internal stakeholders via phone and email
• Supports internal customer service needs during time-sensitive or emergency situations
• Assists with reporting, summaries, and documentation related to vendor performance and service trends
• Provides timely notice for planned absences and PTO requests to support team coverage
• Participates actively in team meetings and contribute ideas for process improvements and efficiency gains

Employment Experience and Skills

• 3–5 years of experience in vendor coordination, operations support, logistics, procurement support, or a related operational role
• Demonstrated experience working directly with external vendors or service providers
• Strong problem-solving skills with the ability to evaluate situations, prioritize actions, and make sound decisions
• Proven ability to manage multiple priorities in a fast-paced, high-volume environment
• High attention to detail and accountability for data accuracy and follow-through
• Strong communication skills with the ability to maintain professionalism during escalations or urgent situations
• Proficiency with Microsoft Office Suite, particularly Excel and Outlook

Education Requirements

• Associate’s degree or equivalent work experience preferred
• Bachelor’s degree in Business, Operations, Supply Chain, or a related field is a plus but not required

Working Environment

• General office environment
• Hybrid work arrangement (office/remote)
• Long periods of sitting
• Some light lifting and bending as required