What are the responsibilities and job description for the Vendor Specialist position at FACILITY SOLUTIONS GROUP INC?
Facility Solutions Group is dedicated to timeless contribution and service in lighting, electrical, energy, and technology. Our mission is to consistently provide our customers with superior value through quality products, service, and support by contributing to the quality of life of all employees.
As one of the nation’s largest single-source providers of lighting and electrical products, electrical services, electrical construction, and energy management solutions, we are expanding our staff and seeking a Vendor Relations Administrator to join the FSG National Accounts – Dallas team.
JOB DESCRIPTION
As a Vendor Relations Administrator, you will assist in recruiting, retaining, and maintaining sub-contractor relationships for the FSG National Accounts team. You will be responsible for updating and organizing vendor records, negotiating and managing contracts, training new vendors, resolving accounting discrepancies, and preparing reports for the Director of Vendor Relations. The ideal candidate will have a positive attitude, stay well organized under pressure, and possess exemplary professionalism, ethics, and integrity.
A Vendor Relations Administrator will:
- Oversee the preparation and revision of contracts that involve purchasing and selling goods and services.
- Draft, review, red-line, and negotiate vendor agreements and other documents as needed
- Handle the acquisition, distribution, and storage of equipment and supplies
- Oversee proposal planning and administration of contracts.
- Negotiate terms and conditions.
- Prepare contract briefs and revisions summarizing contractual requirements and budgets.
- Track authorizations and correspondence.
- Maintain detailed and organized files.
- Prepare contract change notices and monitor contractor performance, including the reporting and status of contractor and owner deliverables.
- Maintain an audit file for each contract, which will include the original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules.
- Prepare and disseminate information to appropriate employees regarding contract status and facilitate contractor meetings.
- Ensure the contractor complies with legal requirements, owner specifications, and government regulations.
- Perform closing activities as needed.
- Track payments and deadlines.
- Analyze and mitigate risk.
- Provide contract summaries and ensure contract execution in accordance with company policy.
- As required, communicate directly and effectively with internal teams, customers, vendors, and outside counsel.
- Make recommendations as to whether documents are ready for signature
- Provide contract summaries and ensure contract execution in accordance with company policy
- Maintain an electronic audit file for each contract, which will include the original contract, all correspondence, changes/deviations, internal email approvals, amendments, clarifications, and payment schedules
- Assist with the management of FSG’s contract
- Assist in compliance matters with the Director of Vendor Relations
Qualifications:
JOB REQUIREMENTS
The ideal candidate will satisfy the following requirements and qualifications:
- High School Diploma with commensurate experience
- Minimum 2-3 years experience in Vendor Relations or role with preparation and monitoring of contracts
- Valid driver’s license
- Must be able to pass a drug and background screen
- Strong analytical, problem-solving, and communication skills. Diplomacy is a must!
- Ability to multitask while staying organized
- Strong verbal and written communication skills
- Outstanding work ethic
- Able to work independently and efficiently to meet deadlines
- Positive customer service skill
- Experience in lighting and electrical is a plus!
WE OFFER
- Stable employment
- 401K Program with matching contribution
- Medical, Dental and Life benefits
- Advancement opportunities for outstanding performers
As an EEO/Affirmative Action Employer all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.