Vendor Coordinator

Who are we?

Proax Technologies is a leading Technical Automation Distributor that offers innovative product solutions in the areas of Automation and Robotics, Motion Control and Machine Safety, creating close relationships with our valued customers, vendors, and employees.

• Be part of a collaborative, high-impact team
• Work closely with leading vendors and internal stakeholders
• Gain exposure to sales, marketing, and operations functions
• Play a key role in driving execution and business success

We are seeking a highly organized and detail-oriented Vendor Coordinator to support our Vendor Management team. In this role, you will be the operational backbone that keeps vendor programs, communications, and activities running smoothly.

You’ll work closely with Vendor Managers, Sales, Marketing, and Operations to coordinate vendor initiatives, manage logistics, maintain accurate data, and ensure execution excellence across promotions, product launches, training, and reporting.

This is an ideal opportunity for someone who thrives in a fast-paced, collaborative environment and enjoys turning plans into action.

• Act as a day-to-day point of contact for vendor coordination and communication
• Schedule and coordinate vendor meetings, including agendas, materials, and follow-ups
• Manage information flow between internal teams and vendor partners
• Track action items and elevate issues when needed

• Support Vendor Managers by coordinating timelines, deliverables, and workflows
• Maintain vendor trackers, dashboards, and documentation
• Ensure processes are followed and deadlines are met

• Arrange ordering of demo equipment from vendors and manufacturers
• Coordinate allocation and distribution across sales teams and events
• Track demo inventory, usage, and availability
• Manage logistics including shipping, returns, and lifecycle tracking

• Track MDF/co-op balances, usage, and activity status
• Ensure documentation and compliance requirements are met
• Submit claims and follow up on reimbursements
• Coordinate execution of vendor-funded activities

• Support new product launches, including system setup and training coordination
• Assist with execution of promotions, campaigns, and vendor programs
• Organize and support trade shows, events, and sales initiatives
• Maintain promotion calendars and ensure timely execution

• Maintain and update vendor price lists across systems
• Ensure pricing accuracy and communicate updates internally
• Support data collection for pricing and performance analysis
• Identify and flag discrepancies for resolution

• Support onboarding of new vendors, including system setup and product data entry
• Coordinate onboarding training and internal communications
• Ensure all required documentation is completed and organized

• Ensure vendor-related leads are entered, assigned, and tracked correctly
• Monitor follow-up activity and lead flow
• Track basic performance metrics and flag data quality issues

• Create and maintain a vendor training calendar for Inside Sales and Sales teams
• Schedule and coordinate training sessions (logistics, invites, materials)
• Track attendance and maintain training records
• Support training tied to promotions and product launches

• Assist with contract documentation and tracking
• Track rebates, special pricing agreements (SPAs), and vendor programs
• Support communication between Sales, Vendor Managers, and Operations
• Assist with inventory and supply updates as needed

• Prepare vendor reports, dashboards, and scorecards
• Support data preparation for business reviews (monthly and quarterly)
• Track progress against vendor targets and initiatives

• 2+ years of experience in coordination, operations, administrative, or support role
• Strong organizational and time management skills
• High attention to detail and ability to manage multiple priorities
• Strong communication skills and ability to work cross-functionally
• Proficiency with Microsoft Office (Excel, PowerPoint, Outlook)

• Experience in a B2B environment (technology, distribution, or vendor programs)
• Familiarity with CRM systems (Hub Spot preferred)
• Experience coordinating events, promotions, or training initiatives
• Experience working with vendors, suppliers, or partner programs

Expected Compensation: $50,000 - $70,000 per year. Compensation will be determined based on the experience, skills and qualifications and falls within the expected range for this role.