Vendor Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Summary

The Vendor Coordinator serves as the administrative support function to the Vendor Manager, providing essential coordination, documentation, and tracking services that enable effective vendor relationship management. This role handles the operational and administrative aspects of vendor management including onboarding coordination, data compilation, supplier performance tracking, compliance documentation tracking, and communication logistics, maintaining accurate records, timely processing, and organized documentation across the vendor portfolio.

Principal Duties and Responsibilities

Task will include but not be limited to:

* Coordinate vendor onboarding activities including system access setup, documentation collection, and stakeholder introductions.

* Add new vendors, process change of address and maintain vendor files for contracts, blanket PO's, and non-contracts.

* Schedule and coordinate vendor meetings, business reviews, and performance discussions.

* Distribute communications regarding policy updates, training requirements, and operational changes to vendor partners.

* Follow up with accounts payable regarding vendor invoice payments and budget information of daily activity.

* Maintain vendor contact databases, communication logs, vendor playbooks, standard operating procedures, and service requirement documentation.

* Ensure 100% accurate vendor and supplier records including updated contracts, addresses, purchase orders, and contact information.

* Compile supplier performance data and documentation for review.

* Track compliance documentation and manage compliance of required local, state and federal laws and regulations.

* Create purchase orders as required, maintain and monitor goods receipting, reversal, unmatched invoices and accruals.

* Assist with vendor spend data collection and preparation for customer's annual operating budget.

* Process routine work orders; open new, manage existing, close and follow up to ensure timely completion.

* Administer and monitor Work Order Requests and filter requests accordingly on Corrigo dashboards.

* Generate, review and distribute needed site reports as needed or required.

* Assist in preparation of monthly reports and internal correspondence.

* Maintain all files and ensure compliance with document retention policies.

* Update telephone, email distribution, emergency lists and escalation lists.

* Assist with arrangement of meetings and conferences including reservation of meeting/conference rooms.

* Address complaints and escalate issues to Facility Management team as needed.

* Assist engineering teams with computer access issues.

* Perform additional job duties as requested by the Vendor Manager and Facility Management staff.

Minimum Experience:

Education & Experience

* High School diploma or GED equivalent

* 2+ years' experience with Facility or Property Administration

* Working knowledge of computer applications including Word and Excel.

* Demonstrated verbal/written communication skills.

Language Skills

* Ability to write routine reports and correspondence.

* Ability to speak effectively before small groups of tenants or fellow employees.

Other Skill and Abilities

* Superior customer service skills and orientation

* Ability to maintain professionalism at all times under stressful situations.

* Ability to plan and manage work under time constraints.

* Ability to multitask and work without direct supervision.

* Strong organizational skills and collaborative style.

Preferred Experience:

* Experience working in a data center/critical facility.

* Corrigo Experience.

* Zendesk Experience.

* Service Now Experience.

Physical…