Vendor Coordinator

JLL•Chicago, IL

1d•$50,000 - $72,000•Remote

About The Position

The Vendor Coordinator serves as the administrative support function to the Vendor Manager, providing essential coordination, documentation, and tracking services that enable effective vendor relationship management. This role handles the operational and administrative aspects of vendor management including onboarding coordination, data compilation, supplier performance tracking, compliance documentation tracking, and communication logistics, maintaining accurate records, timely processing, and organized documentation across the vendor portfolio.

Requirements

High School diploma or GED equivalent
2+ years’ experience with Facility or Property Administration
Working knowledge of computer applications including Word and Excel.
Demonstrated verbal/written communication skills.
Ability to write routine reports and correspondence.
Ability to speak effectively before small groups of tenants or fellow employees.
Superior customer service skills and orientation
Ability to maintain professionalism at all times under stressful situations.
Ability to plan and manage work under time constraints.
Ability to multitask and work without direct supervision.
Strong organizational skills and collaborative style.
Must be able to work different schedules.
Must be able to work Holidays.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience working in a data center/critical facility.
Corrigo Experience.
Zendesk Experience.
Service Now Experience.

Responsibilities

Coordinate vendor onboarding activities including system access setup, documentation collection, and stakeholder introductions.
Add new vendors, process change of address and maintain vendor files for contracts, blanket PO's, and non-contracts.
Schedule and coordinate vendor meetings, business reviews, and performance discussions.
Distribute communications regarding policy updates, training requirements, and operational changes to vendor partners.
Follow up with accounts payable regarding vendor invoice payments and budget information of daily activity.
Maintain vendor contact databases, communication logs, vendor playbooks, standard operating procedures, and service requirement documentation.
Ensure 100% accurate vendor and supplier records including updated contracts, addresses, purchase orders, and contact information.
Compile supplier performance data and documentation for review.
Track compliance documentation and manage compliance of required local, state and federal laws and regulations.
Create purchase orders as required, maintain and monitor goods receipting, reversal, unmatched invoices and accruals.
Assist with vendor spend data collection and preparation for customer’s annual operating budget.
Process routine work orders; open new, manage existing, close and follow up to ensure timely completion.
Administer and monitor Work Order Requests and filter requests accordingly on Corrigo dashboards.
Generate, review and distribute needed site reports as needed or required.
Assist in preparation of monthly reports and internal correspondence.
Maintain all files and ensure compliance with document retention policies.
Update telephone, email distribution, emergency lists and escalation lists.
Assist with arrangement of meetings and conferences including reservation of meeting/conference rooms.
Address complaints and escalate issues to Facility Management team as needed.
Assist engineering teams with computer access issues.
Perform additional job duties as requested by the Vendor Manager and Facility Management staff.