Vendor Relations and Office Coordinator

Vendor Relations and Office Coordinator

Job Overview

This position serves as the initial point of contact for the Accounting and Purchasing team for vendor relations and internal and external customer relations. This role manages daily administrative operations, including greeting visitors, directing internal and external customer inquiries to the appropriate parties for resolution, physical mail, supplies, new vendor set up, and ongoing vendor record management. The role supports the overall accounting and purchasing team, ensuring smooth vendor relations and departmental functions. This role reports to the Controller. This is a full-time position and pays $23-$24/hr.

Administrative and Coordination Support

• Serve as primary contact for the department, responding to in-person inquiries and directing shared email messages to the appropriate parties.
• Provide support for the Controller and team at large, including meeting scheduling, document preparation, calendar management, and special projects
• Assist in maintaining department web site including updates to document & forms, policies, resources, etc.
• Process campus departmental deposits
• Open and distribute department mail in a timely fashion and maintain office supplies inventory

Vendor Management:

• Manage vendor relations, responsible for new vendor set up and maintaining/updating existing vendor records
• Become familiar with successful procure to pay process flow and serve as the initial point of contact to campus for vendor payment inquiries
• Supervise Accounting and Purchasing student employee(s) as required

This job description is intended to represent key areas of responsibility; specific assignments may vary from time to time, and other projects and duties may be assigned. This role is primarily onsite.

Qualifications

• Proficient in excel, and experience with Microsoft product suite, general technical aptitude
• Strong organization, prioritization, time management, and accountability
• Excellent communication skills (verbal/written)
• Customer service orientation with a collaborative mindset
• Strong problem-solving skills with attention to detail
• Initiative oriented and adaptability

Physical Requirements

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

FLSA Status – Non-Exempt

As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity.