Key Responsibilities and Required Skills for Vendor Relations Intern

🎯 Role Definition

Welcome to a dynamic and impactful internship where you'll be at the heart of our supply chain and procurement operations. As a Vendor Relations Intern, you will be instrumental in supporting the team that manages our crucial partnerships with suppliers and service providers. This is not a "get coffee" internship; you will gain hands-on experience in vendor lifecycle management, data analysis, contract administration, and strategic sourcing. You will learn to foster strong business relationships, analyze performance metrics, and contribute to projects that directly influence our bottom line and operational efficiency. This role is designed for a curious, proactive, and analytical student誰 is eager to launch a career in vendor management, procurement, or supply chain.

📈 Career Progression

Typical Career Path

Entry Point From:

University Student (Junior/Senior) or Recent Graduate
Career-changer with a background in analytics or customer service
Previous internship experience in a corporate function

Advancement To:

Vendor Relations Coordinator or Specialist
Junior Buyer or Procurement Analyst
Supply Chain Analyst
Contracts Administrator

Lateral Moves:

Business Analyst
Operations Coordinator

Core Responsibilities

Primary Functions

Support the end-to-end vendor lifecycle management process, from initial vetting and qualification to onboarding and offboarding procedures.
Maintain and ensure the accuracy of the central vendor master database, including contact information, banking details, and compliance documentation.
Assist in the development and tracking of key vendor performance indicators (KPIs) and service level agreements (SLAs) to ensure optimal supplier performance.
Participate in the contract administration process by tracking key dates, organizing contract documents, and assisting with the review of standard contract terms.
Serve as a point of contact for routine vendor communications, inquiries, and follow-ups, fostering positive and professional relationships.
Conduct detailed spend analysis across various categories to identify cost-saving opportunities and trends in purchasing behavior.
Provide analytical and administrative support for sourcing events, including Request for Proposals (RFPs), Request for Quotations (RFQs), and e-sourcing activities.
Collaborate with internal teams, such as Accounts Payable and Operations, to investigate and facilitate the resolution of vendor-related issues and invoice discrepancies.
Prepare and distribute regular and ad-hoc reports on vendor performance, spend analytics, and project status to key stakeholders and management.
Assist in monitoring and ensuring vendor compliance with company policies, industry regulations, and ethical sourcing standards.
Conduct thorough market research to identify, evaluate, and pre-qualify potential new vendors that align with the company's strategic goals and quality standards.
Coordinate and schedule meetings, performance reviews, and business reviews between vendors and internal business partners.
Gain exposure to the Procure-to-Pay (P2P) process by assisting with the creation and tracking of purchase requisitions and purchase orders.
Support the vendor risk management program by helping to assess supplier financial stability, operational capabilities, and potential supply chain disruptions.
Document and help refine existing procurement and vendor management processes and workflows to improve efficiency and clarity.
Shadow and provide support to senior team members during contract negotiations, and assist in preparing materials and data for negotiation strategies.
misc- Manage the logistics of product sample requests from vendors, tracking them from order to delivery and evaluation by internal teams.
Create and maintain presentation materials, dashboards, and executive summaries related to vendor relations activities and key initiatives.
Support the development and implementation of category-specific sourcing strategies by gathering market intelligence and supplier data.
Track and report on the progress of cost-savings initiatives, validating savings calculations and documenting their impact on the business.

Secondary Functions

Assist in the management of the contract renewal pipeline, proactively identifying upcoming expirations and initiating the renewal process with business owners.
Support ad-hoc data requests and exploratory data analysis to answer critical business questions.
Contribute to projects aimed at improving the supplier experience and developing a best-in-class supplier relationship management (SRM) program.
Participate in sprint planning and agile ceremonies within the procurement and operations teams.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Excel Proficiency: Strong ability to use functions like VLOOKUP, pivot tables, and charting to analyze and present data.
Data Analysis: Experience gathering, cleaning, and interpreting data to identify trends and insights.
MS Office Suite: High proficiency in PowerPoint for creating presentations and Word for document management.
Reporting & Visualization: Ability to create clear and concise reports and dashboards for various audiences.
ERP/P2P Systems Exposure: Familiarity with concepts of procurement software (e.g., SAP Ariba, Coupa, Oracle) is a plus.
Market Research: Skill in gathering and synthesizing information on market trends, suppliers, and pricing.

Soft Skills

Communication: Excellent written and verbal communication skills for professional interaction with internal stakeholders and external vendors.
Attention to Detail: Meticulous in reviewing documents, managing data, and tracking deliverables to ensure accuracy.
Organizational Skills: Superior ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
Problem-Solving: A proactive and resourceful approach to identifying issues and finding effective solutions.
Interpersonal Skills: Strong ability to build rapport and maintain positive, professional relationships.
Analytical Mindset: A natural curiosity and ability to think critically, ask "why," and connect data to business outcomes.

Education & Experience

Educational Background

Minimum Education:

Currently pursuing or recently completed a Bachelor's degree from an accredited university.

Preferred Education:

Currently pursuing or recently completed a Bachelor's or Master's degree in a relevant field.

Relevant Fields of Study:

Supply Chain Management
Business Administration
Finance or Economics
Operations Management

Experience Requirements

Typical Experience Range:

0-2 years of relevant experience. Coursework, academic projects, and previous internships are highly valued.

Preferred:

Prior internship experience in procurement, supply chain, finance, or a related analytical role is a strong plus.
Demonstrated leadership or involvement in student organizations or relevant extracurricular activities.