Vendor Relations Specialist

Position Title:  Vendor Relations Specialist (Non-LO-No Consumer Contact)

Department:  Vendor Relations and Contract Compliance                              Job Status:  ­­­­­­­­­­­­­­­­­­Full Time/Hourly                                                 

Reports to:  Vendor Relations Supervisor                                                            Amount of Travel:  None

Vanderbilt Mortgage and Finance, Inc. (VMF) was established in 1974 and currently services over 150,000 loans. Our strength as an organization is rooted in the quality of our people and products. We are an equal opportunity employer committed to creating a diverse workforce.  Furthermore, we are financially strong, with a reputation for leading the industry with unsurpassed products, a broad range of services, and a coast-to-coast presence.  We are professionally strong, from entry level to more experienced positions, we are actively recruiting individuals who are passionate, positive, and eager to learn. As a member of our team, we will equip you for success. You will enjoy excellent benefits, opportunities for growth, and an encouraging culture that supports work-life balance.

The Vendor Relations Specialist is responsible for protecting the company by ensuring compliance with vendor onboarding and performing ongoing monitoring audits set forth by federal and state regulations. Ongoing Monitoring Audits include reviewing the vendor’s security for the physical location, computer security, file security, and other vendor due diligence. This position reports to the Vendor Relations Supervisor.

Vendor Onboarding & Compliance

• Maintains relationships and compliance with vendors of the company for the VMF and Silverton divisions.
• Assists in registering and qualifying new vendors. This includes either approving vendor registration/qualifications, continual communication to acquire needed documents, or working with department and senior management to obtain approval for deviations.
• Reviews due diligence/ongoing monitoring documentation received by vendors for completion and compliance, including providing any contractual edits from vendor to be reviewed by Management. Sends negotiations to vendor for review.
• Creates and sets up vendor folders and files in an organized and efficient manner. Also updates existing vendor files on an ongoing basis.
• Maintains an understanding and ability to navigate through LINK, AS400/VIEW/ONS, OnBase, and Sterling to obtain information for vendors and closings.

Yearly Vendor Audits and Ongoing Monitoring

• Completes individual audit timelines for Vanderbilt Mortgage Tier 2 and 3 vendors and meets deadlines.
• Works with department and senior management to obtain approval and deviation signoffs when needed.
• Submits Vendor Information Security Assessments to Clayton Information Security Team for risk review and analysis.
• Enters in all audit information in the vendor checklist which scores the vendor for company compliance, including adherence to Federal and State regulatory requirements.
• Inputs documentation into Oracle Contract Management and Procurement Modules to establish and maintain centralized locations for all vendor agreement, due diligence, and ongoing monitoring documentation.
• Updates vendor audit logs during and after completion of each audit. This includes either approving completion of vendor audit or continual communication of needed items.
• Pulls and deciphers DATAFACTs reports for each vendor audited to determine outstanding judgements, liens, expired licenses, and overall credit worthiness. Conducts further research where needed for these items.

Other Department Function

• Works with VMF Treasury to review vendor compliance for needed wire approval.
• Recommends process improvements and completes Special Projects as assigned.

Other duties as assigned

This job description is not an exhaustive list of all the functions that a team member and other duties may be assigned.

QUALIFICATIONS:                                                           

• High School diploma or equivalent required. College degree in related field preferred.
• 3 or more years of related experience required.
• Working knowledge of originations and servicing as well as financing terminology.
• Experience in AS400, VIEW, Oracle, Link, Sterling, SharePoint, and Microsoft 365 products.
• Proficiency in Word and Excel, including formulas and features.
• High sense of urgency.
• Must be able to exchange accurate information at all times.
• Must be able to identify and assess account status and determine appropriate process.
• Maintains punctuality and attendance standards at all times.
• Basic computer skills with ability to type at least 25 wpm.
• Ability to communicate effectively and efficiently via phone, email, Zoom, Teams, and person to person.
• Capability of gathering facts accurately, analyzing causes, evaluating alternate solutions, and arriving at sound conclusions on action to be taken.
• Ability to manage multiple and/or conflicting responsibilities.
• Great attention to detail and organizational skills.
• Ability to work in a team environment.

PHYSICAL DEMANDS

• Must be able to remain in a stationary position 75% of the time.
• Will be constantly operating a computer and other office productivity machinery, such as a telephone, calculator, copy machine, and computer printer.
• Will be communicating 50% of the time over the phone.
• Will constantly work in a state-of-the-art indoor temperature controlled, sealed window office environment.

BENEFITS:

• Medical and Dental Plan with Prescription Coverage and Vision
• Competitive benefits including 401(K) includes 100% company match of the first 4%
• Paid time off days (PTO), maternity/paternity leave, and holidays
• Community involvement including Volunteer Paid Time Off (VTO)
• Tuition Assistance for your first degree
• Enjoy coming “home” to our brand new, state-of-the-art Home Office equipped with onsite fitness facility with full gym, workout classes, volleyball and basketball courts, ping-pong, disc golf course, and onsite restaurant
• Wellness programs that focus on emotional, social, spiritual, intellectual, environmental, physical, and financial well-being
• Collaborative and energetic work environment
• Professional development and promotional opportunities
• Competitive bonus programs

• A Berkshire Hathaway Company – an integrity-based organization offering unlimited career growth
• Full-time team members have the flexibility to create their own health, dental, and vision benefits package. Vanderbilt Mortgage and Finance, Inc. provides competitive 401(k) programs, including investment options and company matching for full and part time employees after one year to help our team members achieve their financial goals. Additional benefits include paid parental leave, tuition reimbursement, Employee Assistance Programs, and more.
• Vanderbilt Mortgage and Finance Inc. is a subsidiary of Clayton of which is proud to have earned spots on the following Forbes lists: America’s Best Employers, America’s Best Employers by State, Best Employers for Diversity, Best Employers for Women.
• As part of Vanderbilt Mortgage’s commitment to Opening Doors to a Better Life, VMF is now providing paid time for Team Members to volunteer to causes that are meaningful to them through the Clayton Impact program.
• At VMF, we encourage holistic wellness with physical, nutritional, social, financial, spiritual, and occupational programs available online or in-person for team members.
• Our newly renovated Home Office campus offers an onsite restaurant, onsite fitness facility with full gym, in-person and virtual workout classes, yoga/barre studio, volleyball, and basketball courts, walking paths, and a disc golf course.

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