Vendor Coordinator

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The Vendor Coordinator is responsible for coordinating and managing all commercial and food vendors for the fair while providing excellent customer service and administrative support. This position serves as the primary liaison between vendors and fair management and plays a key role in ensuring smooth operations before, during, and after the fair.

• Answer phones and provide general office support.
• Manage ticketing operations, including phone and box office sales.
• Provide exceptional customer service to exhibitors, vendors, fair patrons, volunteers, and staff.
• Prepare and distribute 4‑H Fair packets and related materials.
• Handle high‑volume emails, maintain databases, and organize vendor documentation and records.

• Work directly with food vendors, commercial vendors, and fair exhibitors.
• Recruit and solicit new vendors and exhibitors to maintain a diverse and engaging vendor mix.
• Process vendor applications and maintain vendor waiting lists as needed.
• Draft, distribute, and track vendor contracts and agreements.
• Ensure vendor compliance with insurance requirements, health permits, licenses, and fee payments.
• Collect and track vendor fees and process payments and settlements when applicable.
• Serve as the liaison between vendors and fair management, providing consistent communication and support.

• Plan and coordinate vendor booth layouts, including booth placement, electrical needs, water hookups, and space requirements with facilities staff.
• Serve as the primary point of contact for vendor questions, concerns, and issue resolution during events.

• Strong interpersonal and communication skills with the ability to work effectively with vendors, volunteers, staff, and the public.
• Excellent organizational and multitasking abilities in a fast‑paced environment.
• Ability to work in a team environment, prioritize tasks, and make quick decisions.
• Proficient in computer systems, email communication, database management, and basic office software.
• Strong customer service and conflict‑resolution skills.
• Experience in event coordination, vendor management, customer service, or office administration preferred.