Vendor Management Specialist

JLL•Kalamazoo, MI

2d•Onsite

About The Position

The Vendor Management Specialist manages and oversees all third-party service provider relationships executing hard service contracts within the pharmaceutical industry. This role serves as the strategic liaison between JLL, the client, and external vendors, ensuring contract compliance, operational excellence, and continuous improvement. The Vendor Services Lead demonstrates leadership in vendor management, quality assurance, and cross-functional stakeholder engagement while driving cost optimization and service delivery excellence.

Requirements

Bachelor's degree preferred
Minimum 3-5 years of experience in vendor management, contract administration, or facilities management within regulated industries (pharmaceutical, biotech, healthcare, or similar)
Proven track record managing multiple vendor relationships and service contracts simultaneously
Experience developing Scopes of Work, conducting supplier performance assessments, and managing contract compliance
Strong understanding of pharmaceutical industry regulations, GMP, GDP, and compliance requirements
Working knowledge of building systems including HVAC, electrical, plumbing, life safety, and critical utilities
Proficiency in Computerized Maintenance Management Systems (CMMS); experience with Maximo strongly preferred
Advanced computer skills including Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
Ability to analyze data, generate reports, and present findings to leadership
Exceptional communication skills (verbal and written) with ability to effectively engage multiple stakeholders at all organizational levels
Excellent interpersonal skills with demonstrated ability to build and maintain professional relationships
Strong negotiation and conflict resolution abilities
Proven ability to balance competing priorities and deliver superior service under pressure
Strategic thinking with strong analytical and problem-solving capabilities
Financial acumen with experience managing budgets and identifying cost-saving opportunities
Self-motivated with ability to work independently and exercise sound judgment with minimal supervision
Demonstrated leadership presence and ability to influence without direct authority
Proactive mindset with ability to anticipate needs and drive results
Detail-oriented with strong organizational and project management skills
Adaptable and able to thrive in fast-paced, demanding environments while mastering new skillsets quickly
Commitment to continuous learning and professional development
Must be able to adequately perform required job functions, including ability to lift, bend, and move in such a way as to perform job tasks in a safe and approved manner
Ability to lift up to 50 lbs
Ability to conduct site inspections and audits requiring walking, climbing stairs, and accessing mechanical spaces
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience with Maximo strongly preferred

Responsibilities

Lead and manage comprehensive vendor relationships, serving as the primary point of contact for third-party service providers executing hard service contracts
Develop and maintain strategic client, supplier, and internal stakeholder relationships through proactive engagement, transparent communication, reliable reporting, and consistent performance delivery
Drive vendor performance management through established KPIs, conducting regular business reviews and implementing corrective action plans when performance gaps are identified
Lead the Vendor Qualification process, ensuring all service providers maintain proper credentials, certifications, and compliance with regulatory standards, good documentation practices (GDP), standard operating procedures, and all applicable policies
Demonstrate comprehensive understanding of all assigned Vendor Service Agreements, including scope, terms, performance standards, and compliance requirements
Analyze Service Agreements and present strategic change recommendations to management based on change requests, operational initiatives, and continuous improvement opportunities
Execute and document Quality Audits to validate provider compliance with Service Agreements and pharmaceutical industry regulations; effectively communicate findings to key stakeholders and drive resolution of non-conformances
Coordinate contract amendments, scope modifications, and service level adjustments in alignment with business needs and regulatory requirements
Ensure vendor compliance with all applicable regulations including FDA, EHS, and other pharmaceutical industry standards
Consistently meet and exceed Key Performance Indicators (KPIs) in compliance with Service Level Agreements (SLAs)
Identify and implement cost-savings opportunities and innovative solutions that enhance operational efficiency while maintaining quality standards
Support budget management by monitoring vendor spend, validating invoices, and identifying cost optimization opportunities
Track and report on vendor performance metrics, cost trends, and service delivery outcomes to leadership
Drive alignment and facilitate communication between service providers, Facilities Operations, Sourcing, Finance, Quality, EHSS, and other key stakeholders
Lead cross-functional meetings to address vendor performance issues, project coordination, and strategic initiatives
Document and maintain process flows, standard operating procedures, and work instructions in the Process Manual; ensure distribution to key stakeholders and training as needed
Champion change management efforts related to vendor services, ensuring smooth transitions and stakeholder buy-in
Address complex issues and concerns independently, developing effective and innovative solutions while driving timely resolution within budget constraints
Proactively identify operational risks, service gaps, and improvement opportunities; implement corrective and preventive actions
Lead root cause analysis for vendor-related incidents and drive implementation of sustainable solutions
Support and initiate continuous improvement projects that enhance vendor service delivery, reduce costs, and improve operational efficiency
Lead by example to promote a strong safety culture in support of EHS requirements
Proactively identify unsafe conditions and behaviors in vendor operations; collaborate with vendors and internal EHS teams to implement corrective actions
Ensure vendor compliance with all safety regulations, site-specific requirements, and industry best practices
Oversee vendor work order execution, ensuring proper documentation, timely completion, and quality standards
Monitor work order trends and metrics to identify process improvements and vendor performance issues
Perform other duties as assigned by management