General Purpose of the Position:

The Vendor Records Specialist supports the business unit by managing and maintaining the vendor address book and files to ensure that the company adheres to the highest level of operating and compliance standards for the company’s vendors. This individual will report to the Vendor Records Manager.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Essential Duties and Responsibilities:

• Onboarding and vetting new vendors for all locations
• Ensures that all required documentation is received and data is entered accurately
• Updates vendor accounts when requested and properly file supporting documents
• Maintains record availability within the company systems and provides supporting documents when requested
• Maintains continuity of work operations by documenting and communicating actions, irregularities, and continuing needs to appropriate departments or personnel
• Works with different Accounting departments to update vendor accounts as needed
• Supports Procurement team as needed

Other Responsibilities:

• All other duties and special projects as assigned

Required Job Skills:

• Ability to learn quickly and adapt to changes in the work environment, while managing competing demands
• Must possess good verbal and written communication skills
• Ability to communicate with and provide routine assistance to vendors and fellow team members
• Ability to work with others in a team environment and independently
• Excellent organizational skills, discipline and attention to detail
• Ability to be proactive, take initiative, handle multiple responsibilities, and ensure follow-through
• Requires basic knowledge of legal and other vendor documentation
• Ability to maintain confidentiality of records and information

Computer Equipment and Software:

• Thorough working knowledge of various software applications including Microsoft Office Suite (Outlook, Excel, Word and Teams)
• Working knowledge of JD Edwards, DocuSign and Adobe Acrobat strongly preferred

Education and Experience:

• Minimum of 1 year of experience in a purchasing, accounting, supply chain or construction procurement environment
• Data Center experience preferred

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, use hands, operate a computer, and have specific vision abilities to include close and distance vision, and ability to adjust focus working with computer and business equipment.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.

If your position requires you to work in the field and/or warehouse, it is mandatory that you wear approved Personal Protective Equipment.