Vendor Operations Specialist

Vanguard•Malvern, PA

4d•Hybrid

About The Position

The Vendor Operations Analyst is a hands on role responsible for executing and supporting the day to day operational activities that keep vendor relationships running smoothly. This position works directly with sourcing transactions, vendor operations, financial processes, and cross functional partners to ensure work is completed accurately, efficiently, and in alignment with enterprise standards. The ideal candidate enjoys being close to the work, takes ownership of execution, and is motivated to continuously improve how operational tasks are performed.

Requirements

Minimum of three years of related experience in procurement, vendor management, finance, operations, or a related field.
Bachelor’s degree or an equivalent combination of education, training, and experience.
Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
High attention to detail and comfort working directly with financial, contract, and operational data.
Clear written and verbal communication skills and the ability to work effectively across functions.

Nice To Haves

Degree in Accounting, Finance, Business, or Supply Chain.
Experience improving or automating operational processes.
Comfort using AI‑enabled tools or automation technologies (e.g., workflow automation, data analysis, or productivity tools) to support efficiency, accuracy, and insight generation.

Responsibilities

Execute transactional sourcing activities, including low‑complexity contract renewals, amendments, and purchase order creation.
Manage day‑to-day vendor operational tasks such as billing inquiries, license and entitlement requests, user access coordination, and financial reconciliations.
Support contract administration by maintaining accurate vendor and contract records and tracking key dates, obligations, and deliverables.
Work directly with business owners, relationship managers, Legal, Risk, Finance, and Procurement partners to progress sourcing and vendor activities.
Coordinate inputs, approvals, and follow‑ups to ensure contracts, invoices, and requests are completed on time.
Create and maintain vendor operations dashboards and reports to track activity levels, volumes, and key metrics.
Support budget tracking, invoice validation, spend monitoring, and variance analysis in partnership with Finance and business stakeholders.
Identify opportunities to improve, streamline, or automate operational processes related to sourcing, vendor management, and financial workflows.
Leverage available tools, data, and technology to reduce manual effort, improve accuracy, and increase operational efficiency.
Ensure work is performed in accordance with enterprise and divisional policies, procedures, and control requirements.
Assist with audits, risk reviews, and compliance activities by preparing documentation and responding to requests.
Participate in special projects and perform other operational duties as assigned.