Responsibilities and duties:
- Initiate and coordinate supplier onboarding requests in GEP Quantum as directed by Vendor Managers or business stakeholders.
- Gather required business and supplier information, monitor outstanding actions, and follow onboarding requests through completion.
- Create purchase requisitions in Ariba against the appropriate cost center after applicable sourcing and contracting activities have been completed.
- Monitor purchase requisition approvals and purchase-order creation, and coordinate follow-up for returned, incomplete, stalled, or non-standard transactions.
- Maintain renewal, contract-expiration, and purchase-order-expiration trackers for assigned suppliers and coordinate renewal-readiness activities under Vendor Manager guidance.
- Gather and organize performance history, open issues, obligations, and supporting documentation for renewal planning.
- Maintain supplier review calendars and coordinate scheduling and logistics for standard supplier business reviews.
- Gather, validate, and maintain established KPI and scorecard inputs; prepare standard performance calculations and review materials using approved methodologies and templates.
- Document supplier review outcomes, actions, owners, and due dates, and follow up on supplier and internal commitments.
- Receive, log, categorize, investigate, and track assigned vendor issues, credits, queries, exceptions, and follow-up actions using established procedures.
- Coordinate work across business stakeholders, suppliers, and functional partners; maintain owners, target dates, handoffs, timestamps, supporting documentation, and an accurate action history.
- Proactively follow up on overdue or stalled activities and escalate SLA breaches, complex exceptions, unresolved issues, and matters requiring strategic or functional decisions.
- Monitor and coordinate assigned invoice and payment exceptions, including rejected transactions, credits, payment blocks, missing information, and entity or currency discrepancies.
- Coordinate invoice-related follow-up with suppliers, business stakeholders, Accounts Payable, and other functional partners, while documenting VMO actions and downstream handoffs.
- Maintain accurate operational trackers, work queues, status reports, dashboards, and audit-ready documentation.
- Reconcile operational information against the appropriate systems of record and coordinate correction of discrepancies.
- Compile purchasing, onboarding, renewal, issue, invoice, and supplier-performance status information for Vendor Managers and business stakeholders.
- Identify recurring operational breakdowns, incomplete data, overdue actions, and control gaps, and surface them to Vendor Managers for review.
- Support selected higher-complexity activities under Vendor Manager direction while keeping strategic and functional owners informed of risk, status, and required decisions.
Requirements:
- Bachelor's degree preferred
- 2–5 years of experience in vendor management, purchasing, procurement operations, finance operations, contract administration, or a comparable field; or a bachelor’s degree with relevant coursework or equivalent practical experience.
- Demonstrated ability to manage multiple transactions, requests, cases, or work items concurrently and drive them through completion.
- Strong organizational skills, attention to detail, and disciplined documentation practices.
- Sound operational judgment and the ability to distinguish routine work from exceptions requiring investigation or escalation.
- Strong problem-solving skills and persistence in coordinating work across multiple teams and systems.
- Clear written and verbal communication skills, including the ability to summarize status, blockers, dependencies, and required actions.
- Ability to work collaboratively with business stakeholders, Vendor Managers, suppliers, and cross-functional partners while respecting defined decision rights.
- Experience with spreadsheets, reporting tools, work queues, and enterprise workflow systems.
- Experience with supplier onboarding, purchase requisitions, purchase orders, invoice or payment exceptions, renewals, supplier performance reviews, scorecards, or vendor issue management is preferred.
- Experience in a Vendor Management Office, shared services, Employee Experience, Finance, Procurement, or supplier-management environment is preferred.
- Familiarity with GEP Quantum, Ariba, Workday, ServiceNow, Power BI, or comparable platforms is preferred.
- Ability to read and apply defined contract, purchasing, payment, policy, and service-level requirements under guidance.
