Vendor Relations Manager

City of Ocala•Fl 34471, FL

14h•Onsite

About The Position

Under the general direction of the Director of Procurement and Contracting, the Vendor Relations Manager is responsible for managing and continuously building, evaluating, and nurturing the City’s strategic vendor relationships, including those involved in the City’s Local Small Business Enterprise (LSBE) Program. This role involves supervising staff engaged in vendor relations and surplus functions, regular community outreach, reporting, and procurement support with routine contact with vendors, the public, and City staff.

Requirements

Bachelor’s degree from an accredited college or university in marketing, business, supply chain management, economics, project management, or other comparable discipline.
Minimum of five (5) years’ experience in procurement, vendor management, supply chain management, or in a government or other regulatory agency.
Valid Florida Driver’s License with an acceptable driving record.
Demonstrated knowledge of procurement practices and terminology.
Demonstrated knowledge of contract management practices, methods, and procedures.
Demonstrated knowledge of DBE, small business development, and associated reporting procedures.
Demonstrated ability to communicate effectively and build positive relationships within a Local organization and community.
Demonstrated ability to apply strategic thinking and creative problem-solving skills.
Demonstrated ability to independently lead vendor relations and surplus activities staff.
Ability to read, analyze, and understand the most complex documents.
Ability to respond effectively to the most sensitive inquiries or complaints.
Ability to write speeches and articles using original or innovative techniques or style.
Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
Ability to deal with nonverbal, logical or scientific symbolism such as formulas, scientific equations, and graphs.
Ability to deal with a variety of abstract and concrete variables.
Proficiency in Accounting (Intermediate), Alphanumeric Data Entry (Intermediate), Contact Management (Advanced), Database (Intermediate), Enterprise Resource Planning (Basic), Payroll Systems (Basic), Presentation/Power Point (Advanced), Spreadsheet (Advanced), Word Processing/Typing (Advanced).

Nice To Haves

Supervisory skills using structured practices or policies and directed as to execution and review.
Planning time, method, manner, and/or sequence of performance of own work.
Considerable responsibility in work operations of a group of employees performing similar tasks.
Decision making of minor importance.
Decision making of major importance.
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
Intense mental demand requiring sustained directed thinking to analyze, solve, or plan highly variable, administrative, professional, or technical tasks involving complex problems or mechanisms.
Regular use of highly complex machines and equipment, specialized or advanced software programs.
Probable errors would normally not be detected in succeeding operations and may have serious effects in relationships with patrons and/or with the operations of other segments of the organization.
Frequent possibilities of error would exist at all times.
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of major importance and failure to exercise proper judgment can lead to substantial losses to the organization.
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact, plus frequent contact with senior level internal officials.

Responsibilities

Supervise the department’s vendor relations team, ensuring adherence to established processes and meeting goals, expectations, and metrics.
Manage and oversee the Local Small Business Enterprise (LSBE) Program, including ensuring policies and procedures are current, processing applications, monitoring email, reviewing invoices, scheduling trainings/meetings, and tracking program activities.
Continuously assess and recommend improvements for operational workflows related to vendor management.
Collaborate with City departments and cross-functional teams to develop and implement vendor relationship strategies, including vendor recruitment, onboarding, and managing vendor information in databases.
Understand supply chain best practices, the City’s Procurement Policy, and regulations pertaining to LSBE in federally funded projects.
Review and approve or deny new vendor requests in accordance with City policies and best practices.
Maintain accurate vendor information.
Perform research to assist Buyers and City staff in identifying alternate sources of supply for cost savings and efficiency improvements.
Conduct vendor audits and monitor vendor performance against contractual stipulations and pricing.
Monitor and ensure City departments comply with vendor relationship sections of the City’s Procurement Policy.
Develop and maintain strong relationships with established vendors and those in the LSBE Program.
Evaluate vendor contract performance and ensure vendor assessments are conducted by project managers.
Serve as a vendor relations liaison between the Procurement and Contracting Department, other City departments, and the community.
Foster collaboration between the team and all other City departments.
Develop, organize, manage, and/or attend City-sponsored and non-City-sponsored vendor events, trainings, expos, and community meetings.
Monitor contract delivery delinquencies and performance discrepancies and recommend resolution actions.
Document findings causing delivery delays or unsatisfactory performance and prepare responses to contractor inquiries.
Track vendor deficiencies, suspensions, and debarments.
Work with department staff to resolve vendor disputes and other vendor-related issues.
Monitor and report on vendor-related metrics, escalating risks or concerns to the Procurement and Contracting Officer/Director.
Manage assigned personnel, ensuring workload balance in vendor relations and surplus areas to maintain service levels and quality.
Guide staff to achieve optimum performance levels, complete performance evaluations, orientation, and training.
Provide input on employee hires, transfers, promotions, discipline, and terminations.
Maintain results through coaching, counseling staff, and setting meaningful and measurable goals.
Resolve employee problems within position responsibilities, escalating issues as necessary.
Review solicitations to identify opportunities to connect underrepresented vendor categories with said opportunities.
Assist project managers with acquisition and pre-construction planning, scope formation, negotiations, vendor interaction, project kick-offs, monitoring project milestones, and contract performance measures.
Provide marketing support and campaign ideas for vendors, the LSBE program, and city business initiatives.
Attend small business and procurement or business-related seminars, expos, and training courses.
Plan, organize, and lead LSBE meetings and functions to support and promote the program.
Plan, organize, and lead promotional activities for the LSBE program locally and statewide.
Plan, organize, and attend LSBE training classes and programs on various topics.
Analyze City utilization of goods and services to identify potential opportunities for LSBE vendors.
Market LSBE vendors to City departments for needed goods and services.
Ensure LSBE metrics are timely compiled and maintained, including certifications, program expenditures, and other statistics.
Assist in the preparation of various manuals, policies, procedures, budget documents, vendor guides, and vendor communications.
Coordinate design of print and digital marketing and promotional items for events.
Research and order materials for disbursement.
Support City efforts to increase community connections and public outreach and serve as City representative to community diversity organizations.
Analyze LSBE data and trends and make recommendations for program growth and development.
Maintain knowledge of diversity-related issues, legislation, and best practices.
Foster partnerships with external organizations to collaborate or expand the LSBE program.
Mentor and monitor general activities for business development programs and ensure adherence to LSBE program policies and mission.
Perform any other related duties as required or assigned.