Torchora
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Job Specification Profile for a Vendor Liaison

💰 $65,000 - $95,000

OperationsProcurementSupply ChainRelationship Management

🎯 Role Definition

The Vendor Liaison acts as the critical bridge between our organization and our network of external vendors, suppliers, and service providers. This role is fundamentally about relationship management, ensuring that communication is seamless, expectations are aligned, and partnerships are mutually beneficial. The Vendor Liaison champions the company's interests while fostering a collaborative environment, negotiating terms, monitoring performance, and resolving issues proactively. Success in this position is measured by the strength of our vendor relationships, the value driven from these partnerships, and the smooth, efficient integration of vendor services into our daily operations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Procurement Coordinator or Assistant
  • Junior Buyer or Purchasing Agent
  • Account Coordinator or Client Services Representative

Advancement To:

  • Senior Vendor Manager or Supplier Relationship Manager
  • Procurement Manager or Sourcing Manager
  • Supply Chain Manager

Lateral Moves:

  • Contract Manager
  • Project Coordinator or Project Manager
  • Business Analyst

Core Responsibilities

Primary Functions

  • Serve as the primary, day-to-day point of contact for a designated portfolio of vendors, managing all communications, inquiries, and escalations to ensure a consistent and reliable channel.
  • Cultivate and maintain strong, positive, and long-term strategic relationships with key vendor partners, moving beyond transactional interactions to foster true collaboration.
  • Lead the end-to-end vendor onboarding process, including due diligence, contract negotiation, system setup, and initial training for new partners.
  • Meticulously monitor, track, and evaluate vendor performance against contractual Service Level Agreements (SLAs), key performance indicators (KPIs), and other established metrics.
  • Proactively identify, document, and manage risks associated with vendor dependencies, service delivery, and compliance, developing mitigation plans as needed.
  • Mediate and resolve conflicts, disputes, or service-related issues that arise between the company and its vendors in a timely and professional manner.
  • Organize and lead regular business reviews (e.g., quarterly or annually) with key vendors to discuss performance, challenges, and opportunities for strategic alignment and growth.
  • Collaborate with legal and procurement teams to negotiate, review, and amend vendor contracts, statements of work (SOWs), and master service agreements (MSAs) to ensure favorable terms.
  • Act as an internal advocate for vendors while ensuring their activities align perfectly with our company's strategic goals, policies, and quality standards.
  • Maintain a comprehensive and accurate central repository of all vendor information, including contracts, contacts, performance data, and compliance documentation.
  • Analyze vendor spending and service utilization to identify opportunities for cost savings, value optimization, and process efficiencies.
  • Facilitate effective communication and collaboration between vendors and internal stakeholders (such as IT, Finance, Operations, and Marketing) to ensure project and service delivery success.
  • Conduct market research to identify potential new vendors, understand industry trends, and benchmark current vendor pricing and service offerings.
  • Develop and implement standardized processes, policies, and best practices for vendor management across the organization to improve consistency and effectiveness.
  • Manage the vendor lifecycle from sourcing and selection through to offboarding or contract termination, ensuring a smooth transition at every stage.

Secondary Functions

  • Prepare and present detailed reports and dashboards on vendor performance, risk, and overall relationship health to senior leadership and relevant departments.
  • Support internal teams by providing expert guidance on vendor capabilities, service options, and the proper procedures for engaging with external partners.
  • Assist the finance and accounting departments in reconciling vendor invoices, resolving billing discrepancies, and ensuring timely payments.
  • Contribute to the continuous improvement of the organization’s procurement and vendor management strategy, tools, and frameworks.
  • Participate in cross-functional projects, providing the vendor perspective and ensuring external partner requirements are considered in planning and execution.

Required Skills & Competencies

Hard Skills (Technical)

  • Vendor Management Software (VMS): Proficiency in using VMS platforms to track performance, manage contracts, and streamline communication.
  • ERP/Procurement Systems: Experience with enterprise systems like SAP, Oracle, or Coupa for managing purchase orders, invoices, and supplier data.
  • Contract Management: Strong understanding of contract language, terms, and the ability to review, analyze, and manage contractual obligations.
  • Data Analysis & Reporting: Ability to use tools like Microsoft Excel (PivotTables, VLOOKUPs), Tableau, or Power BI to analyze vendor data and create insightful reports.
  • Financial Acumen: Solid understanding of budgeting, cost analysis, and financial principles related to procurement and vendor spending.
  • Risk Assessment: Competency in identifying and evaluating potential risks in the supply chain and vendor relationships.

Soft Skills

  • Negotiation & Influence: The ability to skillfully negotiate terms, pricing, and service levels to secure the best value for the company while maintaining positive relationships.
  • Relationship Building: An exceptional talent for creating and nurturing strong, trust-based connections with a diverse range of internal and external partners.
  • Communication: Excellent verbal and written communication skills, with the ability to articulate complex issues clearly and concisely to different audiences.
  • Problem-Solving & Conflict Resolution: A proactive and diplomatic approach to identifying issues, analyzing root causes, and facilitating effective, fair resolutions.
  • Strategic Thinking: The capacity to see the bigger picture and align vendor activities with broader business objectives and long-term goals.
  • Attention to Detail: Meticulous and thorough in managing contracts, tracking performance metrics, and handling important documentation.
  • Time Management & Organization: Proven ability to manage multiple vendors, tasks, and priorities simultaneously in a fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s Degree.

Preferred Education:

  • Bachelor's Degree in a relevant field, and/or professional certifications (e.g., Certified Professional in Supply Management - CPSM).

Relevant Fields of Study:

  • Business Administration
  • Supply Chain Management
  • Finance or Economics
  • Communications

Experience Requirements

Typical Experience Range:

  • 3-5 years of direct experience in vendor management, procurement, purchasing, or a related role involving external partner relationships.

Preferred:

  • Demonstrated experience managing strategic supplier relationships, negotiating contracts, and driving performance improvements within a corporate environment. Experience in our specific industry is a significant plus.
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