Vendor Coordinator

JOB DESCRIPTION 

Title: Vendor Coordinator

Department: FsACE

Location: Harvey 

Report to:  Sr. Program and Contracts Mgr.

FLSA Status: Nonexempt

Employment Status: Full-time

Date Created: 9/30/2024

Date Reviewed: 10/16/2024

Summary/Objective 

The Vendor Coordinator will play a critical role in expanding our network of service providers across suburban Cook County, with a focus on Dental, Vision, and Auto Repair vendors. This individual will manage vendor recruitment, onboarding, orientation, and relationship management while serving as a key liaison between vendors, customers, and internal teams. This role requires frequent travel across the region, as well as strong organizational and communication skills to maintain positive and productive vendor relationships. This position routinely handles highly sensitive and/or confidential information and will represent CEDA in a variety of capacities. Must demonstrate good, independent judgment, an ability to be approachable and professional, solid problem-solving skills, an ability to handle multiple tasks, an ability to be self-motivated and well organized, and maintain strict confidentiality.

Essential Functions

• Vendor Recruitment:
  1. Identify, recruit, and vet new vendors within the dental, vision, and auto repair sectors across suburban Cook County.
  2. Build relationships with potential vendors through community outreach, cold calling, and in-person visits.
  3. Maintain updated vendor guides, FAQs, and a database of potential and existing vendors.
• Vendor Relations:
  1. Act as the primary point of contact for vendors and internal staff, addressing inquiries, concerns, and feedback.
  2. Foster long-term partnerships with vendors by maintaining open lines of communication and ensuring mutual understanding of expectations.
• Vendor Orientation & Onboarding:
  1. Conduct orientation sessions and follow up activities for new vendors, ensuring they are fully informed about program guidelines, expectations, and service standards.
  2. Collaborate with the Procurement team to streamline the onboarding process and handle vendor documentation.
• Complaint Management:
  1. Resolve vendor and customer complaints in a timely and professional manner.
  2. Escalate issues as needed to appropriate internal departments, while maintaining accountability for follow-up and resolution.
• Administrative Support:
  1. Track vendor performance metrics, customer satisfaction, and adherence to program guidelines.
  2. Generate reports and maintain accurate records of vendor activities, feedback, complaints, and resolutions.
• Regional Travel:
  1. Regularly travel throughout suburban Cook County to meet with vendors, conduct site visits, attend community events, and support program visibility.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Excellent communication and interpersonal skills, with the ability to build relationships and negotiate effectively.
• Strong organizational and time management skills.
• Problem-solving aptitude with the ability to handle complaints and resolve issues diplomatically.
• Comfort with traveling within suburban Cook County and working remotely when necessary.
• Ability to relate to professional personnel and clients from diverse socioeconomic backgrounds.
• Attention to detail and timeliness in meeting deadlines.
•  Self-motivated, have initiative and the ability to work under minimal supervision at times.
• Computer literate; proficient in Microsoft Office Suite: Word, Excel, Teams, PowerPoint, SharePoint, and Outlook.

Supervisory Responsibility
 This position has no supervisory responsibilities.

Work Environment/Travel

While performing the duties of this job, the employee works mostly in an office environment that is quiet to moderately loud, depending on the work area. Employee is required to sit, use hands, stand, stoop, walk, talk, and listen while performing duties. General office equipment including personal computers, scanners, copiers, faxes, desk- and smartphones, and software programs. Occasional travel of distance is required, especially suburban Cook County. Other travel of distance may be required. If using a personal vehicle, must have a valid driver’s license, clean driving record, and auto insurance that meets State requirements.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Requires normal range of hearing/vision.

Position Type/Expected Hours of Work

It is an administrative support level position requiring the exercise of discretion and independent judgment and is required to work a full time work week, as designated by the CEDA Employee Handbook, with periodic longer hours, including potential evenings, weekends, and odd hours. 

Required Education and Experience

• High School diploma required. 
• 2+ years of experience in vendor management, recruitment, or customer relationship management.
• Must possess a valid driver’s license, clean driving record, and auto insurance that meets State requirements, as well as reliable form of transportation.

Preferred Education and Experience

• Associate’s or Bachelor’s degree in business administration, Public Administration, or a related field is preferred, but not required.
• Familiarity with dental, vision, or auto repair services is a plus.

AAP/EEO Statement 
 CEDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CEDA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

CEDA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of CEDA’s employees to perform their job duties may result in discipline up to and including discharge.

ADA Statement

The physical demands, work environment factors, and mental functions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Signatures

Employee signature below constitutes employee's understanding of the requirements, essential functions and duties of the position.

Employee____________________________________________________ Date_____________

POps. Rep.____________________________________________________ Date_____________