Vendor Relations Manager

Vendor Relations Manager

Salary

$72,160.00 - $95,855.00 Annually

Location

110 SE Watula Ave, 3rd Floor, Ocala, FL 34471, FL

Job Type

Full-Time

Job Number

84262

Department

Procurement and Contracting

Opening Date

08/04/2026

• Description
• Benefits
• Questions

Description

Under general direction of the Director of Procurement and Contracting, the Vendor Relations Manager is responsible for managing and continuously building, evaluating and nurturing the City's strategic vendor relationships, to include those involved in the City's Local Small Business Enterprise (LSBE) Program, and for supervising staff engaged in vendor relations and surplus functions.

This position regularly involves community outreach, reporting, and procurement support with routine contact with vendors, the public, and City staff.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supervise the department's vendor relations team, ensuring that the team adheres to all established processes and regularly meets all goals, expectations, and metrics.
• Manages and oversees the Local Small Business Enterprise (LSBE) Program, including but not limited to ensuring policies, procedures and documents are current; applications are reviewed and processed; email boxes are monitored and worked daily; invoices are reviewed and entered for payment; trainings/meetings are scheduled and performed; and program activities are tracked.
• Continuously assess and make (as needed) recommendations for improvement of all operational workflows related to vendor management to ensure that the City's vendor needs are properly supported.
• Collaborate with City departments and other cross-functional teams to develop and successfully implement vendor relationship strategies, including the recruitment and onboarding of new vendors and the management of vendor information in the City's procurement and other databases.
• Understand supply chain best practices, the City's Procurement Policy, and regulations pertaining to LSBE in federally funded projects.
• Review all new vendor requests and approve or deny same in accordance with the City's established policies and procedures and best practices.
• Maintain accurate vendor information. Performs research to assist Buyers and other City departmental staff in identifying alternate sources of supply to affect major cost savings, improve efficiencies, and meet the requirements of the City's Procurement Policy.
• Conducts vendor audits and monitors vendor performance against contractual stipulations and pricing.
• Monitor and ensure that City departments are in compliance with sections of the City's Procurement Policy which relate to vendor relationships and that they are utilizing established and authorized vendor relationships whenever feasible.
• Develop and maintain strong relationships with the City's established vendors and those vendors enrolled in the City's LSBE Program.
• Evaluate vendor contract performance, ensuring that vendor assessments are regularly conducted by project managers and/or other departmental staff.
• Serve as a vendor relations liaison between the Procurement and Contracting Department and other City departments and the community. Foster collaboration between the team and all other City departments.
• Develops, organizes, manages and/or attends City-sponsored and non-City-sponsored vendor events, vendor trainings, expos, and community meetings designed to expand the City's vendor base and promote the City.
• Monitors contract delivery delinquencies and performance discrepancies and recommend actions to implement resolution. Documents all findings or factors causing delivery, delay, or unsatisfactory performance; prepare responses to all contractor inquiries. Tracks vendors deficiencies, suspensions and debarments.
• Work with department staff to resolve vendor disputes and/or other vendor related issues in a timely manner.
• Monitor and report on vendor related metrics; elevating risks or concerns to the Procurement and Contracting Officer/Director.
• Manage assigned personnel and ensures workload balance within the vendor relations and surplus areas to ensure service levels and quality remain consistent.
• Guide staff to achieve optimum performance levels. Complete performance evaluations, orientation, and training. Provide input on employee hires, transfers, promotions, discipline, terminations and similar actions. Maintain results through coaching, counseling staff, and setting meaningful and measurable goals.
• Resolve employee problems within position responsibilities, escalating issues to the Procurement and Contracting Officer/Director as necessary.
• Reviews solicitations to identify opportunities to connect underrepresented vendor categories with said opportunities.
• Assist project managers with acquisition and pre-construction planning, scope formation, negotiations, vendor interaction, project kick-offs, monitoring project milestones, and contract performance measures.
• Provides marketing support and campaign ideas for vendors, the LSBE program and city business initiatives.
• Attends small business and procurement or business-related seminars, expos and training courses.
• Plans, organizes, and leads LSBE meetings and functions to support and promote the program for the City. Plans, organizes, and leads promotional activities for the program both locally, and statewide. Plans, organizes, and attends LSBE training classes and programs on a variety of topics including business management, marketing, invoicing, and other critical tasks required to own/operate a small business.
• Analyzes City utilization of goods and services in an effort to identify potential opportunities for LSBE vendors. Markets LSBE vendors to City departments for any needed goods and services required on a continual basis.
• Ensures that all LSBE metrics are timely compiled and appropriately maintained, including the number of certifications, program expenditures, and other statistics as required by the Procurement and Contracting Officer, Executive Team, or the public.
• Assists in the preparation of various manuals, policies, procedures, budget documents, vendor guide and vendor communications. Coordinates design of print and digital marketing (such as brochures and fliers) and promotional items for events. Research and order materials for disbursement during the year and at events.
• Supports City efforts to increase community connections and public outreach and serve as City representative to community diversity organizations.
• Analyzes LSBE data and trends and make recommendations for growth and development of the program to the Procurement and Contracting Officer.
• Maintains knowledge of diversity-related issues, legislation, and best practices.
• Fosters partnerships with external organizations enabling the City to better collaborate or expand the LSBE program to other governmental agencies.
• Mentors and monitors the general activities for business development program and make sure that all parties involved adhere to the LSBE programs policies and mission.
• Perform any other related duties as required or assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• A Bachelor's degree from an accredited college or university in marketing, business, supply chain management, economics, project management, or other comparable discipline.
• Must have a minimum of five (5) years' experience in procurement, vendor management, supply chain management, or in a government or other regulatory agency.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Driver's License with an acceptable driving record.

Supplemental Information

SUPERVISORY RESPONSIBILITIES

Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

This position will directly supervise 2 employees.

This position may indirectly supervise 2 employees.

ANALYTICAL ABILITY/PROBLEM SOLVING

DIRECTED. Supervisory and/or professional skills using structured practices or policies and directed as to execution and review.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work.

CONSIDERABLE RESPONSIBILITY; in addition, the work operations of a group of employees, all performing Basically the same type of work.

DECISION MAKING

Performs work operations which permit opportunity for decision making of minor importance. FREQUENTLY.

Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY.

COMMUNICATION SKILLS

Ability to read, analyze, and understand the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal, logical or scientific symbolism such as formulas, scientific equations, and graphs. Ability to deal with a variety of abstract and concrete variables.

SUPERVISION RECEIVED

Under GENERAL SUPERVISION where standard practice enables the employee to PROCEED ALONE on routine work, referring all questionable cases to supervisor.

MENTAL DEMAND

INTENSE. Operations requiring sustained directed thinking to analyze, solve, or plan highly variable, administrative, professional, or technical tasks involving complex problems or mechanisms.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of highly complex machines and equipment, specialized or advanced software programs.

ACCURACY

Probable errors would normally not be detected in succeeding operations and may have serious effects in relationships with patrons and/or with the operations of other segments of the organization. Frequent possibilities of error would exist at all times.

PUBLIC CONTACT

Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact, plus frequent contact with senior level internal officials.

SOFTWARE SKILLS REQUIRED

Accounting Intermediate

Alphanumeric Data Entry Intermediate

Contact Management Advanced

Database Intermediate

Enterprise Resource Planning Basic

Human Resources Systems None

Payroll Systems Basic

Presentation/Power Point Advanced

Programming Languages None

Spreadsheet Advanced

Word Processing/Typing Advanced

OTHER SKILLS

Demonstrated knowledge of procurement practices and terminology.

Demonstrated knowledge of contract management practices, methods, and procedures.

Demonstrated knowledge of DBE, small business development, and associated reporting procedures.

Demonstrated ability to communicate effectively and build positive relationships within a Local organization and community.

Demonstrated ability to apply strategic thinking and creative problem-solving skills.

Demonstrated ability to independently lead vendor relations and surplus activities staff.

PHYSICAL ACTIVITIES

While performing the functions of this job, the employee may be required to:

Stand Frequently

Walk Frequently

Sit Regularly

Use hands to finger, handle or feel Regularly

Reach with hands and arms Occasionally

Climb or balance Never

Stoop, kneel, crouch, or crawl Occasionally

Talk or hear Continuously

Tate or smell Occasionally

WEIGHT LIFT REQUIREMENTS

The employee must occasionally lift and/or move:

Up to 10 pounds

VISION REQUIREMENT

Specific vision abilities required by this job may include:

Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors).

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those in employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.

Work near moving mechanical parts. (spinning shafts, engines, lifts, etc.) Never

Work in high, precarious places. (tall structures, bucket lifts, extension, ladders, etc.) Never

Fumes are airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never

Toxic or caustic chemicals (including potential for chemical spills, etc.) Never

Outdoor weather conditions (exposure to outdoor heat, cold, or inclement weather) Occasionally

Wet or humid conditions (not weather related such as greenhouse, car wash, etc.) Never

Extreme cold (not weather related such as freezer cold storage, etc.) Never

Extreme heat not weather related, such as furnace, kitchen ovens where temp is regularly above 100°F. Never

Risk of electrical shock (live electrical wires, equipment that retains power after shut off) Never

Work with explosives (TNT, dynamite, nitroglycerin or other related explosives) Never

Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never

The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.

Health Insurance

We offer both single and family coverage, for employees working 30 or more hours per week.

Dental Insurance

For full time employees, we offer both single and family dental coverage.

Vision Insurance

For full time employees, we offer both single and family vision coverage.

Life Insurance

For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.

Short Term and Long Term Disability

Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.

Medical FSA (Flexible Spending Account) and Dependent Care FSA

Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.

Pet Insurance

We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.

Employee Health & Wellness Center

The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.

Voluntary Cancer Insurance

For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.

Supplemental Critical Care Insurance

Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.

Supplemental Accident Insurance

Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRIs, physical therapy, and hospital admission.

Legal Plan Insurance

Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.

Deferred Compensation Plan

Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.

Direct Deposit

Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.

Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.

Discounts - Theme Park

Discounts are available to all non-temporary employees at the time of employment.

Employee Assistance Program (EAP)

The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.

Holidays and Paid Time off

The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.

Retirement Plan

All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.

Training Programs

The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.

Tuition Reimbursement

All regular, full-time employees are eligible to participate in the tuition reimbursement program.

01

Do you have a high school diploma or GED?

• Yes
• No

02

Do you possess a valid State of Florida Operator Drivers License with an acceptable driving record OR If you possess a valid out of state license, do you have the ability to obtain a Florida Drivers License prior to employment?

• Yes
• No

03

Please select the level of completed education you currently possess in marketing, business, supply chain management, economics, project management, or another comparable discipline.

• None
• Associates Degree
• Bachelors Degree
• Masters Degree

04

Please select the experience you possess in procurement, vendor management, supply chain management, or in a government or other regulatory agency.

• None
• Less than 1 year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7+ years

05

If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below:

06

I understand that all information I provide regarding my background, education, certifications, licenses, and work history is subject to verification once an offer of employment has been extended and accepted. I further understand that any false, misleading, or incomplete information, or the omission of relevant information, may be grounds for disqualification from consideration, withdrawal of an employment offer, or dismissal from employment if discovered after I begin work.

• Yes
• No

07

I understand that, as a condition of employment with the City of Ocala, I will be required to review and electronically sign a Policy and Consent form related to the Lytx in-vehicle safety system. I understand that this consent includes acknowledgment of the collection and use of video, audio, location, and, where applicable, biometric data for safety, compliance, and operational purposes. I further understand that on my first day of employment, an email from noreply@lytx.com will be sent to my City of Ocala employee email address with instructions, and that the form must be completed within twenty-four (24) hours of my official start date.

• Yes
• No

08

Have you provided a complete employment and education history covering the past ten (10) years, or dating back to high school graduation, whichever period is shorter, within your NeoGov application and/or master profile? Please note: Resumes are welcome; however, they do not substitute for a completed application. Applications that do not include the required employment and education history, or that are otherwise incomplete, will be rejected and will not be considered for further review.

• Yes, I have provided a complete employment and education history and understand that incomplete applications will be rejected.
• No

Required Question

Employer City of Ocala

Address 110 SE Watula Ave

City Hall, 3rd Floor

Ocala, Florida, 34471

Phone 352-629-8359

Website https://www.ocalafl.gov/