Vendor & Contract Specialist
Vendor & Contract Specialist
Qualifications
- Bachelor's degree in Business Administration, Finance, Public Administration, or related field (or equivalent experience)
- Strong knowledge of contract review and compliance processes
- Experience with document management systems (e.g., Euna Procurement or similar platforms)
- Excellent organizational and attention-to-detail skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities and deadlines effectively
- Proficiency in Microsoft Office Suite, Google Suite and database systems
- Experience working in public sector or education environments
- Ability to work in a fast paced environment
- Ability to work on a computer over a major portion of the work day
Benefits
- Salary and benefits are as established by the Board of Education
- The full salary range for this position is $54,752.00 - $82,139.00
- Non-Union 12 Month Benefit Sheet.pdf
Responsibilities
- Reports To: Procurement Coordinator
- The Vendor & Contract Specialist is responsible for overseeing the full lifecycle of vendor onboarding, compliance, and contract administration
- This role ensures all vendors meet organizational requirements, maintains accurate and complete contract records, and serves as a key liaison between internal departments, legal counsel, and external vendors
- The position requires strong attention to detail, proactive communication, and the ability to manage multiple compliance workflows simultaneously
- Additionally, this role supports departmental administration in all aspects of procurement within a dynamic, fast-paced environment
- Oversee the full lifecycle of vendor onboarding, ensuring proper classification, complete documentation, and compliance for all vendor types
- Conduct ongoing vendor follow-up to obtain required documents, including Certification of Good Standing and COI, and serve as the primary point of contact for onboarding inquiries and issue resolution
- Maintain consistent communication with requesting departments regarding vendor status, requirements, and timelines
- Partner with departments and schools to identify, address, and resolve vendor non-compliance issues, ensuring adherence to organizational requirements
- Review contracts to ensure accuracy, completeness, and required approvals, including contract signatures
- Serve as liaison between Legal and vendors to facilitate contract revisions and ensure alignment with organizational policies and compliance standards
- Track contracts throughout their lifecycle, including execution, renewal, and rebidding, and notify departments of key deadlines
- Maintain accurate, organized records in Bonfire, including uploading and managing all required documents (contracts, COIs, SOPPA agreements, board documents, and bidding contracts)
- Ensure document completeness, version control, and audit readiness across all vendor and contract files
- Verify and maintain Certificates of Insurance (COIs), ensuring compliance, tracking expirations, and proactively managing renewals with vendors
- Collaborate with Legal, Procurement, Finance, and internal departments to support efficient vendor and contract workflows and provide guidance on requirements and processes
- Manage projects in a fast-paced environment, ensuring high levels of communication, accuracy, and customer service
- Maintain ongoing vendor communication, resolve procurement issues, and escalate concerns as needed
- Demonstrate strong organizational, problem-solving, and communication skills, with the ability to manage multiple priorities, meet strict deadlines, and adapt to frequent changes
- Exercise sound judgment, professionalism, and confidentiality when handling sensitive information
- Work independently, take initiative, and follow projects through to completion
- Perform other duties as assigned
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