Vendor Management Specialist

JLL • Kalamazoo, MI

1d • Onsite

About The Position

The Vendor Management Specialist manages and oversees third-party service provider relationships for hard service contracts in the pharmaceutical industry. The role is the strategic liaison between JLL, the client, and external vendors, ensuring contract compliance, operational excellence, and continuous improvement. It provides leadership in vendor management, quality assurance, and cross-functional stakeholder engagement while supporting cost optimization and service delivery excellence.

The position is based on-site in Kalamazoo, Michigan. The specialist oversees vendor performance, qualification, contract and regulatory compliance, financial performance, work order execution, safety, issue resolution, and continuous improvement. The role also coordinates with Facilities Operations, Sourcing, Finance, Quality, EHSS, and other stakeholders, and maintains process documentation and training materials.

Requirements

• Bachelor's degree preferred.
• 3–5 years of experience in vendor management, contract administration, or facilities management within a regulated industry such as pharmaceutical, biotech, or healthcare.
• Track record of 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 regulations, GMP, GDP, and compliance requirements.
• Working knowledge of building systems, including HVAC, electrical, plumbing, life safety, and critical utilities.
• Proficiency with Computerized Maintenance Management Systems (CMMS).
• Advanced computer skills, including Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
• Ability to analyze data, generate reports, and present findings to leadership.
• Strong verbal and written communication skills and ability to engage stakeholders at all organizational levels.
• Excellent interpersonal skills and ability to build and maintain professional relationships.
• Strong negotiation and conflict-resolution abilities.
• Ability to balance competing priorities and deliver service under pressure.
• Strategic thinking, analytical ability, and problem-solving skills.
• Financial acumen, including experience managing budgets and identifying cost-saving opportunities.
• Ability to work independently and exercise sound judgment with minimal supervision.
• Leadership presence and ability to influence without direct authority.
• Proactive, detail-oriented, organized, and able to manage projects and anticipate needs.
• Adaptability and ability to thrive in a fast-paced environment and learn new skillsets quickly.
• Commitment to continuous learning and professional development.
• Ability to lift up to 50 pounds and perform job tasks safely, including lifting, bending, and moving.
• Ability to conduct site inspections and audits that require walking, climbing stairs, and accessing mechanical spaces.
• Must be authorized to work in the United States without sponsorship; this position does not provide visa sponsorship.

Nice To Haves

• Experience with Maximo is strongly preferred.

Responsibilities

• Manage vendor relationships and act as the primary point of contact for third-party providers executing hard service contracts.
• Build and maintain relationships with clients, suppliers, and internal stakeholders through engagement, communication, reporting, and performance delivery.
• Manage vendor performance against KPIs, conduct business reviews, and implement corrective action plans when needed.
• Lead vendor qualification and ensure providers maintain appropriate credentials, certifications, documentation, and regulatory compliance.
• Understand assigned Vendor Service Agreements and analyze proposed changes, operational initiatives, and continuous improvement opportunities.
• Conduct and document quality audits, communicate findings, and drive resolution of non-conformances.
• Coordinate contract amendments, scope modifications, and service-level adjustments.
• Ensure vendors comply with applicable regulations and standards, including FDA, EHS, and pharmaceutical industry requirements.
• Meet and exceed KPIs and SLAs; identify cost savings and operational efficiency improvements while maintaining quality.
• Support budget management by monitoring vendor spend, validating invoices, and identifying cost optimization opportunities.
• Track and report vendor performance, cost trends, and service delivery outcomes to leadership.
• Coordinate communication and alignment among service providers and internal stakeholder groups.
• Lead cross-functional meetings addressing vendor performance, project coordination, and strategic initiatives.
• Maintain process flows, standard operating procedures, and work instructions in the Process Manual; distribute materials and support training as needed.
• Champion change management related to vendor services and support smooth transitions and stakeholder buy-in.
• Resolve complex issues, identify operational risks and service gaps, and implement corrective and preventive actions.
• Lead root cause analysis for vendor-related incidents and implement sustainable solutions.
• Initiate and support continuous improvement projects that improve service delivery, reduce costs, and increase efficiency.
• Promote a strong safety culture, identify unsafe vendor conditions and behaviors, and coordinate corrective actions with vendors and EHS teams.
• Ensure vendors follow safety regulations, site-specific requirements, and industry best practices.
• Oversee vendor work order execution for documentation, timely completion, and quality; review work order trends for improvement opportunities.
• Perform other duties as assigned by management.

Benefits

• 401(k) plan with matching company contributions.
• Comprehensive medical, dental, and vision care.
• Paid parental leave at 100% of salary.
• Paid time off and company holidays.
• Early access to earned wages through Daily Pay.
• Supportive culture and comprehensive benefits package prioritizing mental, physical, and emotional health.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level