Vendor Relations Coordinator - Costa Rica

cyberu

5d•Hybrid

About The Position

The Vendor Relations Coordinator owns the process for marketing vendor agreements from initial review through approval, onboarding, invoicing, and payment. Reporting to the Chief of Staff to the CMO, the role coordinates reviews and approvals across Legal, Finance, Security, and Procurement, ensuring vendor relationships are compliant and agreements are completed efficiently. The position supports marketers working with agencies, event venues, sponsors, and software vendors, and serves as a point of contact for stakeholders throughout the process. This role works across marketing, legal operations, procurement, and project management in a high-volume, deadline-driven environment. It also supports marketing spend tracking, reporting, month-end accruals, and quarterly planning, while identifying opportunities to improve processes through better workflows, automation, and AI. The position is hybrid in Costa Rica.

Requirements

Fluent in English.
3–5+ years of experience in legal operations, contract administration, procurement, or vendor management; ideally supporting a marketing or go-to-market organization.
Working knowledge of common commercial contract terms, including MSAs, SOWs, NDAs, payment terms, intellectual property, indemnification, and auto-renewals, and judgment to know when to escalate.
Strong project management skills and a demonstrated ability to manage concurrent requests, prioritize, and meet deadlines without missing details.
Exceptional organization and meticulous attention to detail in documentation, tracking, and record keeping.
Excellent interpersonal and communication skills, including the ability to build trust with marketers, Legal, Finance, and external vendors.
Experience with procure-to-pay processes, including purchase requisitions, POs, invoice matching, and vendor onboarding.
Hands-on experience with e-signature and contract tools such as DocuSign, plus strong proficiency in Excel.
Service-oriented, solutions-focused mindset and comfort working in a fast-paced environment with shifting priorities.
Bachelor's degree or equivalent practical experience.

Nice To Haves

Experience in a SaaS or technology company.
Familiarity with procurement, ERP, or contract lifecycle management systems such as Oracle or similar.
Experience with marketing-specific agreements, such as event venues, sponsorships, agencies, influencer agreements, or media buys.
Paralegal training, a contracts certification, or a project management certification.
An AI-first mindset and experience using AI tools to speed up contract review, tracking, or reporting.
Experience supporting global vendors and multi-currency payments.

Responsibilities

Serve as the intake point for marketing vendor agreements, including MSAs, SOWs, NDAs, order forms, sponsorship and event contracts, agency agreements, and renewals.
Conduct first-pass contract reviews against standard terms, flag non-standard clauses and risks, and route contracts to Legal with summaries.
Manage contracts through legal, procurement, security, and finance approval workflows, follow signing authority policies, and execute agreements via DocuSign.
Manage vendor onboarding, including supplier setup, tax and banking documentation, and required security or data privacy reviews.
Create and track purchase requisitions and purchase orders, and partner with Accounts Payable to match invoices, resolve discrepancies, and support accurate, timely vendor payment.
Maintain a central contract repository and tracker for key dates, renewal and termination notice windows, spend, and owners; alert stakeholders about upcoming deadlines.
Project manage concurrent contracts and requests by setting timelines, communicating status, and escalating blockers early.
Guide marketers on contract requirements, process timelines, and planning.
Partner with Marketing leadership and Finance to track vendor spend against budget and support month-end accruals and quarterly planning.
Identify bottlenecks and improve intake, templates, playbooks, and workflows, including through AI and automation.
Build and maintain reporting on contract cycle times, invoice aging, renewals, and vendor spend for marketing leadership.