Vendor Relations Manager

REPORTS TO:

Chief Financial & Operating Officer

FLSA JOB CLASSIFICATION:

Exempt, 12 Month Position

JOB PURPOSE:

The Vendor Relations Manager is responsible for the strategic administration and oversight of the school’s vendor relationships, accounts payable operations, and expense management processes. This position performs work directly related to the management and general business operations of the school and supports financial stewardship for an organization within a multi-million dollar operating budget.

The Vendor Relations Manager exercises independent judgment and discretion in the review, authorization, and resolution of financial transactions, vendor relationships, and compliance matters. The position partners closely with the Chief Financial & Operating Officer (CFOO) to enhance financial controls, strengthen vendor partnerships, and improve operational efficiency.

This is a 12-month, on-campus position, five days per week, Monday through Friday.

The Vendor Relations Manager models the GDS Community Cornerstones of Respect, Kindness, Integrity, and Responsibility

PRIMARY RESPONSIBILITIES:

Vendor Management & Strategic Oversight

• Administers and evaluates vendor relationships to ensure alignment with institutional standards, pricing expectations, and service performance

• Reviews vendor agreements and payment terms and makes recommendations to the CFOO regarding financial risk and cost efficiencies
• Exercises discretion in resolving vendor disputes, pricing discrepancies, contract concerns, and credit issues
• Identifies opportunities to consolidate vendors, renegotiate terms, and improve cost structures
• Monitors vendor compliance with institutional requirements, including documentation and tax reporting standards

• Advises leadership on vendor-related financial exposure and risk management

Accounts Payable Oversight & Financial Control

• Directs and oversees the accounts payable function to ensure compliance with internal controls and budget parameters

• Reviews and authorizes invoice payments within approved budget lines
• Holds delegated authority to approve vendor payments up to $10,000 within approved budgets and established financial procedures
• Escalates expenditures exceeding $10,000, out-of-budget requests, or policy exceptions to the CFOO for review and approval
• Evaluates non-routine expenditures and makes recommendations to the CFOO
• Oversees reconciliation of accounts payable activity to the general ledger
• Ensures accurate classification of expenditures in accordance with financial reporting standards
• Oversees annual 1099 compliance and vendor documentation requirements
• Reviews corporate credit card activity for policy compliance and financial accuracy

• Implements and improves workflow systems related to invoice processing and vendor payments

Financial Policy & Operational Influence

• Contributes to the development and refinement of financial procedures and internal control policies

• Recommends enhancements to purchasing protocols and vendor approval standards
• Identifies process gaps and proposes corrective measures to strengthen financial governance
• Supports institutional compliance with financial documentation and retention policies

• Provides financial analysis and operational insights to assist the CFOO in strategic decision-making

Executive & Operational Support

• Provides operational support to the Chief Financial & Operating Officer

• Prepares financial summaries and internal reports for leadership review
• Coordinates financial materials for Board or committee meetings as requested
• Maintains confidential financial records in accordance with institutional standards

• Participates in cross-departmental initiatives related to financial operations

ADDITIONAL RESPONSIBILITIES:

• Assists CFO and Controller with special projects
• Coordinates employee efforts to adhere to Red Flag and Document Retention policy school wide

• Performs other duties as assigned by the Head of School

WORKING CONDITIONS:

Work environment for this position is mostly sedentary and confined to an office setting. The noise level is usually quiet to moderate level but may be loud on occasion. The nature of this position may require supervising students both indoors and outdoors. All faculty and staff are required to participate in regular safety drills. A variable schedule may be required from time to time, which may include early morning or evening work.

PHYSICAL REQUIREMENTS:

The duties of this job take place in an office setting. This position is frequently required to operate a computer and file and retrieve written documents. The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching and bending. There will be extended periods of sitting required when performing administrative tasks and while attending meetings. Must be able to lift up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

DIRECT REPORTS:

There are no direct reports for the Vendor Relations Manager position.