Vendor Relations Coordinator

GENERAL DESCRIPTION OF POSITION
This is a professional position providing relationship support, acquisition assistance, community outreach services, reporting, and other ad hoc duties related to the Procurement Department’s obligation to oversee and manage vendor relations and the Diverse Small Business Enterprise (DSBE) Program. 
Within the scope of responsibility, exercises independent judgment, initiative, and discretion based on knowledge of applicable administrative policies and procedures in performing daily activities. Work involves routine contact with the public, vendors, and City staff with regard to vendor relations, vendor registration, tracking vendor contract performance, vendor ratings, dispute resolutions, and ensuring vendors are treated fairly. Displays courtesy, tact, and diplomacy in dealing with others. Work can be of a highly confidential nature and involves the skilled use of a computer. Works under direct supervision of the Director of Procurement and Contracting.ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Under the direction of the Vendor Relations Manager, assists in the performance of duties related to the Procurement and Contracting Department’s responsibilities for vendor management, performance, quality, dispute, and risk management.    
2. Supports the Vendor Relations Manager in his/her duties as serving as the primary point of contact for the support, coordination, and tracking of vendor relationships and vendor performance.        
3. Performs duties in support of the City’s vendor relations program, to include the DSBE Program, to include developing and maintaining strong relationships with City staff and the vendor community.  
4. Coordinates and/or attends City vendor events, vendor trainings, expos, community meetings and events to assist in the expansion of the City’s vendor base and promote the City. Some functions will be held after normal business hours.
5. Performs duties in support of the Department’s vendor management functions, to include contract performance measures, quality control activities, vendor disputes, and risk management. 
6. Ensures that accurate vendor information is obtained and maintained in the City’s e-procurement system and other centralized databases.  Updates and maintains the City’s list of suspended and/or debarred vendors.  
7. Works with the Procurement and Contracting Coordinators to check the vendor mailbox daily and adds new vendors and insurance to the Munis system.  Promptly responds or forwards related e-mails received to appropriate staff.
8. Assist the Vendor Relations Manager in collecting vendor information and researching alternate sources of supply.
9. Updates and maintains centralized vendor records in all related databases and systems. Verifies new vendor paperwork is completed correctly. 
10. Performs duties in support of the Vendor Relations Manager’s responsibilities to document and track compliance issues and report violations.  
11. Assist the Vendor Relations Manager in researching and documenting delivery delinquencies and performance discrepancies. Tracks vendors deficiencies, suspensions and debarments
12. Performs duties in support of maintaining all vendor records and compiling all metrics that are related to the City’s utilization of vendors as required and requested by the Vendor Relations Manager, Procurement and Contracting Officer, Executive Team, City Council, or the public.
13. Performs duties in support of the DSBE Program, including but not limited to ensuring applications are reviewed and processed; email boxes are monitored and worked daily; invoices are reviewed and entered for payment; trainings/meetings are scheduled and performed; and program activities are tracked.
14. Facilitates communication, coordination, and collaboration with City departments, community members, and other stakeholders to broaden public participation in the DSBE Program.
15. In conjunction with the utilizing department, monitor vendor compliance with all contract terms and conditions.
16. Organizes and attends DSBE meetings and functions to support and promote the program for the City, some events will be held after normal business hours. Coordinates promotional activities for the program both locally, and statewide. Performs various other duties for the DSBE program. Coordinates DSBE training classes and programs on a variety of topics including business management, marketing, invoicing, and other critical tasks required to own/operate a small business.
17. Responsible for compiling all metrics that are related to the DSBE program which includes numbers of certifications, expenditures of the program, and other reports requested/required by the Contracting Officer, Executive Team, City Council, or the public.
18. Maintains an inventory of marketing and promotional materials.
19. Independently composes correspondence, reports, forms, and memoranda on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing, and composing correspondence or meeting minutes.
20. Establishes and maintains effective working relationships with City departments, City executive team, elected officials, and other community-based organizations.
21. Checks the DSBE billing mailbox daily and reviews invoices. Promptly responds or forwards emails in the DSBE billing mailbox to appropriate staff. Ensures all invoices received by the deadline are entered in the financial system for payment.
22. Checks the Ocala small business mailbox daily.        Timely respond to inquiries and adds new vendors and insurance information to vendor databases accordingly. Promptly responds or forwards emails in the Ocala small business mailbox to appropriate staff. 

Perform any other related duties as required or assigned.EDUCATION AND EXPERIENCE
High school diploma required. 
Associate degree in marketing, business administration, communications, supply chain management, economics, project management or comparable discipline preferred. 
Must have a minimum of three (3) years’ experience in procurement, vendor management, supply chain management, or other executive level administrative function.  RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
None.
 
 SUPERVISORY RESPONSIBILITIES
None.

 COMMUNICATION SKILLS
Ability to read, analyze, and understand the most complex documents; Ability to respond effectively to the most sensitive inquiries or complaints; Ability to write speeches and articles using original or innovative techniques or style; Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors. Ability to effectively listen to, communicate with, and understand the needs of diverse groups of people.  
 
 MATHEMATICAL SKILLS
 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
 
 CRITICAL THINKING SKILLS
 Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
 
 SUPERVISION RECEIVED
 Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.
 
 PLANNING
 Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.
 
 DECISION MAKING
 Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.
 
 MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Oversight. Activities covered by expansive policies and objectives, and oversight as to execution and review. High order of analytical, interpretative, and constructive thinking in varied situations covering multiple areas of the organization.

 USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

 ACCURACY
 Probable errors would normally not be detected in succeeding operations and may have serious effects in relationships with patrons and/or with the operations of other segments of the organization. Frequent possibilities of error would exist at all times.

 PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

 EMPLOYEE CONTACT
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact, plus frequent contact with senior level internal officials.

 REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid Florida Driver’s License with an acceptable driving record.
 
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.

 SOFTWARE SKILLS REQUIRED
AccountingIntermediate
Alphanumeric Data EntryIntermediate
Contact ManagementAdvanced
DatabaseIntermediate
Enterprise Resource PlanningBasic
Human Resources SystemsNone
Payroll SystemsBasic
Presentation/Power PointAdvanced
Programming LanguagesNone
SpreadsheetAdvanced
Word Processing/TypingAdvanced

 ADDITIONAL SOFTWARE SKILLS
Not indicated.
OTHER SKILLS
Demonstrated ability to communicate effectively and build positive relationships within a diverse organization and community.  
Demonstrated ability to apply strategic thinking and creative problem-solving skills.  

 PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to
StandFrequently
WalkFrequently
SitRegularly
Use hands to finger, handle or feelRegularly
Reach with hands and armsOccasionally
Climb or balanceNever
Stoop, kneel, crouch, or crawlOccasionally
Talk or hearContinuously
Tate or smellOccasionally
WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move: 
Up to 10 pounds
VISION REQUIREMENT
Specific vision abilities required by this job may include: 
Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors).
ENVIRONMENTAL CONDITIONS
 The following work environment characteristics described here are representative of those in employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.  
Work near moving mechanical parts. (spinning shafts, engines, lifts, etc.)
Never
Work in high, precarious places. (tall structures, bucket lifts, extension, ladders, etc.)
Never
Fumes are airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.)
Never
Toxic or caustic chemicals (including potential for chemical spills, etc.)
Never
Outdoor weather conditions (exposure to outdoor heat, cold, or inclement weather)
Occasionally
Wet or humid conditions (not weather related such as greenhouse, car wash, etc.)
Never.
Extreme cold (not weather related such as freezer cold storage, etc.)
Never
Extreme heat not weather related, such as furnace, kitchen ovens where temp is regularly above 100°F.
Never
Risk of electrical shock (live electrical wires, equipment that retains power after shut off)
Never
Work with explosives (TNT, dynamite, nitroglycerin or other related explosives)
Never
Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.)
Never
Vibration (jackhammer Soil compactor equipment that creates high vibration, etc.)
 
The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc. 

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

Salary : $44,480 - $59,050