Vendor Coordinator Sr.

Details:

Vendor Coordinator Sr.

This role coordinates end-to-end vendor management activities for North America, APAC and EMEA, from market research, vendor selection and commercial negotiation to contracting, supplier performance, reporting and governance. The role ensures accurate vendor records, timely stakeholder communication, policy compliance and measurable commercial value.

What will you do?

1. Vendor sourcing, selection and onboarding

• Identify and prospect new vendors by country, service category and resource type, in line with business and delivery needs.
• Define and apply agreed vendor evaluation criteria; perform initial due diligence and coordinate onboarding activities.
• Run RFI, RFP and RFQ processes, issue requests, consolidate responses, complete costing sheets and perform initial commercial analysis.
• Keep vendors informed throughout the sourcing process and provide clear final feedback, whether the opportunity is won or lost.
• Maintain an up-to-date vendor pipeline and repository, including legal entity data, service coverage, capabilities, pricing and supporting documents.

2. Commercial negotiation and contract management

• Establish and maintain professional, contractual relationships with vendors.
• Lead or coordinate commercial negotiations and renegotiations covering rates, pricing models, payment terms, service levels and other agreed contractual conditions.
• Coordinate MSA, SOW, NDA, addenda, renewals and other vendor documents with Legal, Finance, Presales, Delivery, Purchasing and internal approvers.
• Ensure contracts are complete, approved, executed and stored in the designated contract repository, including NetDocs where applicable.
• Identify opportunities to consolidate supplier contracts, improve commercial conditions and optimize cost.

3. Vendor communication and stakeholder coordination

• Own day-to-day outward communication with vendors and act as a reliable point of contact for NEA vendor-related requests.
• Coordinate information flow between vendors and internal stakeholders, including Sales, Presales, Delivery, Legal, Finance and Purchasing.
• Respond to Sales and Presales requests within agreed procedures and timelines, providing vendor options, quotations and market information.
• Manage escalations professionally, maintain visibility of interdependent initiatives and ensure agreed actions are followed through.

4. Vendor data, pricing and repository management

• Update the vendor pricing database monthly and maintain accurate history of rates and quotations.
• Maintain complete and current records for vendors, legal documents, contracts, pricing, services, coverage and performance information.
• Consolidate scattered commercial, operational and legal data into controlled departmental repositories.
• Regularly review market rates by country and resource type and contribute to target rate-card development.
• Upload and maintain purchasing processes, procedures and work instructions on SharePoint.

5. Performance, reporting, compliance and audit

• Manage and report vendor-management KPIs, including sourcing activity, quotations, pricing, supplier coverage, contract status, performance and response times.
• Prepare management presentations and reports covering department evolution, commercial performance, financial data and vendor activity.
• Support vendor evaluations by issuing requests, receiving information, performing initial analysis and organizing evidence for governance sessions.
• Ensure adherence to vendor-management, procurement, contract-management and data-maintenance procedures; propose practical process improvements.
• Participate in internal audits, supplier audits and quality checks, and maintain complete supporting evidence.