Vendor Relations Coordinator

JOB
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.

EXAMPLE OF DUTIES
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.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.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.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.Performs duties in support of the Department’s vendor management functions, to include contract performance measures, quality control activities, vendor disputes, and risk management. 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.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.Assist the Vendor Relations Manager in collecting vendor information and researching alternate sources of supply.Updates and maintains centralized vendor records in all related databases and systems. Verifies new vendor paperwork is completed correctly.Performs duties in support of the Vendor Relations Manager’s responsibilities to document and track compliance issues and report violations.Assist the Vendor Relations Manager in researching and documenting delivery delinquencies and performance discrepancies. Tracks vendors deficiencies, suspensions and debarmentsPerforms 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.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.Facilitates communication, coordination, and collaboration with City departments, community members, and other stakeholders to broaden public participation in the DSBE Program.In conjunction with the utilizing department, monitor vendor compliance with all contract terms and conditions.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.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.Maintains an inventory of marketing and promotional materials.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.Establishes and maintains effective working relationships with City departments, City executive team, elected officials, and other community-based organizations.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.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.

SUPPLEMENTAL INFORMATION
COMMUNICATION SKILLSAbility 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 SKILLSAbility 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 SKILLSAbility 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 RECEIVEDUnder direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor. PLANNINGConsiderable 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 MAKINGPerforms 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 DEMANDClose 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.USE OF MACHINES, EQUIPMENT AND/OR COMPUTERSRegular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)ACCURACYProbable 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 CONTACTExtensive 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 CONTACTContacts 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.SOFTWARE SKILLS REQUIREDAccounting IntermediateAlphanumeric Data Entry IntermediateContact Management AdvancedDatabase IntermediateEnterprise Resource Planning BasicPayroll Systems BasicPresentation/Power Point AdvancedSpreadsheet AdvancedWord Processing/Typing AdvancedOTHER SKILLSDemonstrated 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 ACTIVITIESWhile performing the functions of this job, the employee may be required to: Stand FrequentlyWalk FrequentlySit RegularlyUse hands to finger, handle or feel RegularlyReach with hands and arms OccasionallyClimb or balance NeverStoop, kneel, crouch, or crawl OccasionallyTalk or heart ContinuouslyTate or smell OccasionallyWEIGHT LIFT REQUIREMENTSThe employee must occasionally lift and/or move: Up to 10 pounds.VISION REQUIREMENTSpecific 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 CONDITIONSThe 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.) NeverWork in high, precarious places. (tall structures, bucket lifts, extension, ladders, etc.) NeverFumes are airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) NeverToxic or caustic chemicals (including potential for chemical spills, etc.) NeverOutdoor weather conditions (exposure to outdoor heat, cold, or inclement weather) OccasionallyWet or humid conditions (not weather related such as greenhouse, car wash, etc.) NeverExtreme cold (not weather related such as freezer cold storage, etc.) NeverExtreme heat not weather related, such as furnace, kitchen ovens where temp is regularly above 100°F. NeverRisk of electrical shock (live electrical wires, equipment that retains power after shutting off) NeverWork with explosives (TNT, dynamite, nitroglycerin or other related explosives) NeverRisk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) NeverVibration (jackhammer Soil compactor equipment that creates high vibration, etc.) Never The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc. ADDITIONAL INFORMATIONThis 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).