Key Responsibilities and Required Skills for Vendor Intern

🎯 Role Definition

The Vendor Intern is an integral part of the procurement and supply chain team, providing essential support across the entire vendor lifecycle. This role is focused on the tactical and operational aspects of managing an organization's supplier base. You will be the engine that helps ensure our vendor relationships are well-managed, our data is accurate, and our procurement processes run smoothly. This position offers a ground-floor opportunity to learn the intricacies of strategic sourcing, contract management, and operational efficiency by working directly with internal stakeholders and external partners.

📈 Career Progression

Typical Career Path

Entry Point From:

University students pursuing a degree in a relevant field.
Recent graduates seeking foundational business experience.
Career changers with experience in administrative or coordination roles.

Advancement To:

Vendor Coordinator
Procurement Specialist / Analyst
Junior Buyer
Supply Chain Analyst

Lateral Moves:

Contracts Administrator
Operations Coordinator
Logistics Assistant

Core Responsibilities

Primary Functions

Assist in the complete vendor onboarding process, from initial contact to system setup, ensuring all required documentation like W-9s, NDAs, and insurance certificates are collected and validated.
Support the procurement team by creating, issuing, and tracking Purchase Orders (POs) to ensure the timely delivery of goods and services and maintain a clear audit trail.
Maintain and meticulously update the central vendor database or master file, ensuring all contact information, banking details, contracts, and performance metrics are accurate and current.
Act as a primary point of contact for routine vendor inquiries regarding invoice status, payment schedules, and onboarding procedures, escalating complex issues to senior team members as needed.
Collaborate with the Accounts Payable team to investigate and resolve invoice discrepancies and payment issues, ensuring our vendor partners are paid accurately and on time.
Conduct foundational market research to identify and pre-qualify potential new suppliers based on defined criteria such as cost, quality, and reliability.
Assist in the preparation and distribution of Request for Proposals (RFPs) and Request for Quotations (RFQs) to potential vendors for smaller-scale projects.
Help track and analyze vendor performance against established Key Performance Indicators (KPIs), such as on-time delivery, quality standards, and cost-effectiveness.
Generate and prepare regular reports on vendor spend, performance dashboards, and other procurement-related metrics for management review and decision-making.
Support senior team members in negotiating terms and pricing with suppliers for low-value or non-critical purchases, providing valuable data to inform the process.
Monitor supplier compliance with contractual obligations, company policies, and industry regulations to mitigate risk.
Participate in vendor review meetings, helping to prepare materials, take detailed notes, and track follow-up action items to ensure accountability.
Assist in managing the vendor offboarding process, ensuring all final payments are made, contractual obligations are met, and systems access is appropriately terminated.
Help to streamline and document procurement processes, identifying opportunities for efficiency improvements within the procure-to-pay cycle.
Coordinate with internal stakeholders across various departments (e.g., IT, Marketing, Operations) to understand their vendor needs and purchasing requirements.
Track inventory levels for key office or operational supplies, assisting in reordering processes to prevent stockouts and ensure business continuity.
Support the contract management lifecycle by helping to track key dates, renewal deadlines, and contract expirations in a centralized repository.
Analyze historical purchasing data to identify trends, potential cost-saving opportunities, and areas for strategic vendor consolidation.
Contribute to vendor risk assessment activities by gathering public data on financial stability, operational capacity, and reputational factors.
Manage the logistics of sample requests from vendors, coordinating their receipt, evaluation by internal teams, and the delivery of constructive feedback.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis from various business units.
Contribute to the organization's data strategy and roadmap by providing insights on vendor data quality and integrity.
Collaborate with business units to translate their vendor and procurement needs into clear requirements for the sourcing team.
Participate in sprint planning and agile ceremonies if the procurement team operates within an agile framework.
Assist in creating training materials or simple guides for internal teams on how to properly engage with and request new vendors.
Help maintain internal knowledge bases or wikis with up-to-date vendor management procedures and contact lists.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Excel Proficiency: High-level ability to use functions like VLOOKUP, PivotTables, and complex formulas for data analysis and reporting.
Data Analysis: Strong ability to collect, organize, and interpret data to identify trends and provide actionable insights.
Procurement Fundamentals: A solid understanding of the basic procure-to-pay (P2P) lifecycle and general sourcing concepts.
Reporting Skills: Competency in creating clear, concise, and visually appealing reports and dashboards for stakeholders.
Research Skills: Ability to effectively research potential suppliers, market conditions, and product specifications online.
ERP/System Familiarity: Exposure to or a willingness to quickly learn Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, NetSuite) or procurement platforms.
Process Documentation: Skill in clearly documenting business processes and workflows.
Financial Acumen: Basic understanding of financial concepts related to invoicing, budgeting, and cost analysis.
Contract Basics: Familiarity with the basic elements of a contract and the importance of tracking key terms and dates.
Data Visualization (Preferred): Experience with tools like Tableau or Power BI is a strong advantage.

Soft Skills

Communication: Excellent written and verbal communication skills, with a knack for interacting professionally and clearly with diverse audiences.
Attention to Detail: An exceptional eye for detail and a commitment to accuracy, especially when handling data and documentation.
Organization & Time Management: Superb organizational skills with the proven ability to manage multiple tasks and prioritize effectively in a dynamic environment.
Problem-Solving: A proactive and resourceful approach to identifying problems and finding practical solutions.
Teamwork & Collaboration: A collaborative spirit and the ability to work effectively within a team, while also being self-motivated to work independently.
Adaptability: Flexibility to handle changing priorities and a willingness to take on new challenges as they arise.
Curiosity & Eagerness to Learn: A genuine interest in understanding business operations and a strong desire to develop a career in supply chain or procurement.

Education & Experience

Educational Background

Minimum Education:

Currently enrolled in or a recent graduate of an accredited college or university, having completed at least two years of a degree program.

Preferred Education:

A student in their Junior or Senior year of a Bachelor's degree program or a recent graduate.

Relevant Fields of Study:

Supply Chain Management
Business Administration
Operations Management
Finance or Economics

Experience Requirements

Typical Experience Range: 0-1 years of professional experience.

Preferred: Prior internship or work experience in an office setting, especially in roles related to operations, finance, or administration, is highly beneficial. Customer service experience is also a plus.