Vendor Manager, Publishing Operations

Public Library of Science

4d•$75,000 - $83,000•Remote

About The Position

PLOS is a nonprofit, Open Access publisher empowering researchers to accelerate progress in science and medicine by leading a transformation in research communication. As the Publishing Operations Vendor Manager, you will play a critical role in ensuring PLOS’s publishing workflows are supported by a diverse, high-performing network of external partners. You will lead vendor strategy across the publishing lifecycle, ensuring supplier capabilities align with organizational needs. With a focus on quality, scalability, and continuous improvement, you will foster strong partnerships, oversee procurement and contracting processes, drive best practices in vendor management, and support long-term operational resilience.

Requirements

Extensive experience in developing and maintaining productive relationships with editorial and/or publishing services providers
Vendor Procurement and Relationship Management
Experience in sourcing vendors and managing RFI/RFP processes and onboarding
Experience in developing and maintaining long-term, collaborative relationships with vendors such as editorial service providers, production partners or copyediting/typesetting vendors.
Experience in drafting and enforcing service level agreements (SLAs); auditing and analyzing vendor KPIs such as turnaround times, quality scores, and author/editor satisfaction; and managing budget.
Demonstrated experience in managing multiple vendors across global time zones and high-volume journal portfolios
Publishing Workflow Knowledge
Understanding of end-to-end publishing workflows including manuscript submission, peer review, production, copyediting, typesetting, and online publication. Familiarity with publishing standards (e.g., JATS XML, DOI registration, ORCID integration), ethical publishing guidelines (e.g., COPE, ICMJE) and compliance issues (e.g., data privacy, accessibility)
Technology and Systems Proficiency
Familiarity with manuscript tracking systems (e.g. Editorial Manager), production platforms, and content management systems
Familiarity with tools to increase the accuracy and efficiency of editorial processes and technical checks
Experience with tools for data tracking and reporting (e.g. Tableau)
Cross-functional and Cross-cultural Collaboration
Proven ability to collaborate with editorial, production, product and legal teams to align vendor operations with business needs
Skilled in working across cultures and time zones, with experience managing diverse vendor and stakeholder relationships
Communication and Reporting
Clear, professional communication style suited to managing both internal stakeholders and external partners
Strong documentation and reporting skills to track vendor activities and support audits or reviews

Nice To Haves

Advanced degree or certifications in a relevant field (e.g., in procurement, operations, or project management) a plus

Responsibilities

Oversight of vendor use in end-to-end workflows, ensuring a joined-up and efficient approach
Seek continuous improvement in removing departmental silos and promoting cross-functional vendor scoping (e.g. take steps to move vendors to operating across the workflow from submission to publication, rather than siloing on the basis of department).
Limit risk to PLOS by ensuring a healthy diversity in the suppliers that support our work, while maximising efficiency and quality
Maintain awareness of relative strengths offered by suppliers that offer publishing support, and develop risk-reward scenarios for changing suppliers/opening requests for proposals (RFPs)
Management of vendor contract renewal
Serve as primary point of contact with suppliers/vendors in contract negotiations (cascading to relevant teams/legal where needed)
Track contract end dates and alert teams to pending end of contract three months before renewal date
Work with internal stakeholders to review and update tasks, volumes and quantifiable and reportable SLAs based on forecast submission and publication volume.
Develop forecast of supplier-side headcount (including optimal seniority of roles, where options exist) likely needed to support outsourced work
If needed, support negotiation between in-house teams and suppliers to finalise headcount and budget
Work with legal to update contracts
Management of RFP process
Serve as primary point of contact with suppliers/vendors in RFP process (cascading to relevant teams/legal where needed)
Support Director of Publishing Operations & Customer Care and Director of Editorial in pricing negotiations and budget requirements.
Work with external consultant to develop short list of suppliers to approach for RFP
Support internal stakeholders in drafting RFP documentation and setting success criteria
Serve as primary point of contact with suppliers who are submitting proposals
Support internal stakeholders in reviewing proposals and interviewing suppliers
With external consultant, support internal stakeholders in selecting supplier who is best placed to deliver services to meet PLOS’ needs and within budget
Work with internal stakeholders and legal to develop contract (process as outlined above in contract renewal process)
Vendor onboarding
Serve as primary point of contact with new suppliers/vendors in onboarding process
Establish onboarding best practice guidance, including a rollout plan and communications templates
Work with internal teams to establish KPIs, service level agreements (SLAs) and auditing framework
As part of new contract or contract renewal process, work with internal stakeholders to develop/review plans for monthly quality assurance audits to track adherence to SLAs
Serve as primary point of contact with suppliers/vendors in sharing auditing results and developing remedial plans where service falls below agreed levels
Where service falls below expected standards, support in-house teams in remediation and review vendor plans to improve performance
Work with the Engineering and Product teams to prioritise development of data, reports, and other tools needed to track accountability via auditing process
Proactively identify opportunities to reduce in-house time spent auditing
Maintain PLOS-side feedback tracker, and coordinate the sending of feedback to suppliers
Escalate contract breaches to legal for advice
Establish a culture of excellence in vendor relationships
Develop, maintain and share resources and best practices for vendor management, including how to set appropriate SLAs and audit levels, and how to collect and share feedback
Lead training sessions for PLOS staff to share best practices for engagement with vendors
Support regular site visits both with external consultant and key contacts from relevant teams.
Capacity planning
Regularly review number of tasks sent to suppliers to ensure volume is as outlined in contract
Work with teams to amend contract and headcount as needed
Confirm appropriateness of vendor-side headcount once forecasts and reforecasts of submission and publication numbers are available
Maintain awareness of new supplier-side tools and technologies
Regularly meet with suppliers to review tools and technologies that they are developing to support efficient peer review
Regularly meet with journal teams (publishing, operations, editorial, production, R&R, publication ethics, customer care) to understand what technologies might be most helpful in supporting efficient peer review and publication
Liaise with Digital teams to ensure cross-functional alignment
Support demonstrations of potentially useful tools to PLOS teams

Benefits

401k with employer match
Employee sponsored health, dental and vision insurance (Dental and Vision 100% employer paid)
Paid Vacation, 11 public holidays and sick leave
Parental leave
Birthday and three winter holidays days off
Short term and long term disability insurance
2 days paid time off for volunteering per year
Fully remote work environment with stipend on joining for home office
Private medical insurance
Life assurance
Income protection
Personal accident insurance
Pension with up to 10% employer match
25 days holidays, market competitive Maternity and Paternity leave