Vendor Relations Coordinator

GENERAL DESCRIPTION OF POSITION
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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. 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.    
2. 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.        
3. 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.  
4. 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.
5. Performs duties in support of the Department’s vendor management functions, to include contract performance measures, quality control activities, vendor disputes, and risk management. 
6. 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.  
7. 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.
8. Assist the Vendor Relations Manager in collecting vendor information and researching alternate sources of supply.
9. Updates and maintains centralized vendor records in all related databases and systems. Verifies new vendor paperwork is completed correctly. 
10. Performs duties in support of the Vendor Relations Manager’s responsibilities to document and track compliance issues and report violations.  
11. Assist the Vendor Relations Manager in researching and documenting delivery delinquencies and performance discrepancies. Tracks vendors deficiencies, suspensions and debarments
12. Performs 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.
13. 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.
14. Facilitates communication, coordination, and collaboration with City departments, community members, and other stakeholders to broaden public participation in the DSBE Program.
15. In conjunction with the utilizing department, monitor vendor compliance with all contract terms and conditions.
16. 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.
17. 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.
18. Maintains an inventory of marketing and promotional materials.
19. 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.
20. Establishes and maintains effective working relationships with City departments, City executive team, elected officials, and other community-based organizations.
21. 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.
22. 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.