Vendor Coordinator

Ada County•Garden City, ID

16h

About The Position

The Vendor Coordinator for Expo Idaho and the Western Idaho Fair assists with departmental accounts payable and serves as the primary contact for vendors. The role includes reviewing annual vendor handbooks and processes for more than 200 contracted fair vendors, supporting vendors onsite, and processing accounts payable for purchases made by Expo Idaho. The position works primarily in an office environment for 11 months of the year. During August, extended hours and summer weather conditions may be required. The role may involve lifting up to 50 pounds and working evenings, weekends, and holidays when the schedule demands it. Travel may be required to support the association’s annual convention. A valid driver’s license must be maintained.

Requirements

Bachelor’s degree from an accredited university in Business Administration, Hospitality Management, Communications, or a related field, or an equivalent combination of education and experience.
At least 3 years of experience working for events or festivals.
At least 3 years of experience coordinating vendors.
Knowledge of modern office equipment, practices, and procedures.
Knowledge of business arithmetic.
Skill in providing superior customer service.
Skill in cash handling.
Skill in operating computers and other office equipment.
Effective verbal and written communication skills.
Skill in using Microsoft Office software.
Skill in organizing and accomplishing work.
Ability to work as part of a team to accomplish division and department goals.
Ability to apply commercial and governmental accounting principles and procedures to a variety of transactions.
Ability to analyze accounting systems and procedures.
Ability to maintain confidentiality.
Ability to maintain effective working relationships.
Must possess and maintain a valid driver’s license.
May travel to support the association’s annual convention.
Must be able to work extended hours and in summer weather conditions during August.
May be required to lift up to 50 pounds.
Must be able to work evenings, weekends, and holidays when the schedule demands it.

Responsibilities

Serve as the primary point of contact for vendors before, during, and after the fair.
Manage the vendor application process, including reviewing submissions, confirming participation, and assigning booth spaces.
Stay informed about industry booking software and investigate whether available systems meet the department’s needs.
Coordinate vendor logistics, including load-in and load-out schedules, power and water needs, signage, and compliance with health and safety regulations.
Oversee vendor check-in and provide onsite support during the fair, resolving issues promptly and professionally.
Oversee vendor contracts, payments, and required insurance documentation.
Review and update vendor handbooks, policies, and procedures annually.
Collaborate with marketing to feature vendors in promotional materials and social media.
Conduct post-event follow-up to gather feedback and strengthen vendor relationships for future fairs.
Assist with accounts payable.
Create requisitions and purchase orders from invoices and work with the Ada County Procurement Department and Auditor’s Office to ensure correct processing.
Assist in obtaining proof of insurance and tracking expiration dates for accounts payable purposes.
Verify cash deposits from the Food and Beverage Department for Expo Idaho and Boise Pro Soccer events.
Work with Food and Beverage personnel to conduct inventory audits several times a month.
Assist with fixed asset inventory.