Vendor Manager, Publishing Operations

Remote Position

Applications will be accepted from candidates based in the UK and the following US states: FL, IL, MA, MD, NY, PA, TX, VA.

PLOS is a nonprofit, Open Access publisher empowering researchers to accelerate progress in science and medicine by leading a transformation in research communication.

As the Publishing Operations Vendor Manager, you will play a critical role in ensuring PLOS’s publishing workflows are supported by a diverse, high-performing network of external partners. You will lead vendor strategy across the publishing lifecycle, ensuring supplier capabilities align with organizational needs. With a focus on quality, scalability, and continuous improvement, you will foster strong partnerships, oversee procurement and contracting processes, drive best practices in vendor management, and support long-term operational resilience.

N/A
- This role will involve management of vendors but will be on the individual contributor track and will not have direct line reports.

• Oversight of vendor use in end-to-end workflows, ensuring a joined-up and efficient approach
  • Seek continuous improvement in removing departmental silos and promoting cross-functional vendor scoping (e.g. take steps to move vendors to operating across the workflow from submission to publication, rather than siloing on the basis of department).
  • Limit risk to PLOS by ensuring a healthy diversity in the suppliers that support our work, while maximising efficiency and quality.
  • Maintain awareness of relative strengths offered by suppliers that offer publishing support, and develop risk-reward scenarios for changing suppliers/opening requests for proposals (RFPs).
• Management of vendor contract renewal
  • Serve as primary point of contact with suppliers/vendors in contract negotiations (cascading to relevant teams/legal where needed).
  • Track contract end dates and alert teams to pending end of contract three months before renewal date.
  • Work with internal stakeholders to review and update tasks, volumes and quantifiable and reportable SLAs based on forecast submission and publication volume.
  • Develop forecast of supplier-side headcount (including optimal seniority of roles, where options exist) likely needed to support outsourced work.
  • If needed, support negotiation between in-house teams and suppliers to finalise headcount and budget.
  • Work with legal to update contracts.
• Management of RFP process
  • Serve as primary point of contact with suppliers/vendors in RFP process (cascading to relevant teams/legal where needed).
  • Support Director of Publishing Operations & Customer Care and Director of Editorial in pricing negotiations and budget requirements.
  • Work with external consultant to develop short list of suppliers to approach for RFP.
  • Support internal stakeholders in drafting RFP documentation and setting success criteria.
  • Serve as primary point of contact with suppliers who are submitting proposals.
  • Support internal stakeholders in reviewing proposals and interviewing suppliers.
  • With external consultant, support internal stakeholders in selecting supplier who is best placed to deliver services to meet PLOS’ needs and within budget.
  • Work with internal stakeholders and legal to develop contract (process as outlined above in contract renewal process).
• Vendor onboarding
  • Serve as primary point of contact with new suppliers/vendors in onboarding process.
  • Establish onboarding best practice guidance, including a rollout plan and communications templates.
• Work with internal teams to establish KPIs, service level agreements (SLAs) and auditing framework
  • As part of new contract or contract renewal process, work with internal stakeholders to develop/review plans for monthly quality assurance audits to track adherence to SLAs.
  • Serve as primary point of contact with suppliers/vendors in sharing auditing results and developing remedial plans where service falls below agreed levels.
  • Where service falls below expected standards, support in-house teams in remediation and review vendor plans to improve performance.
  • Work with the Engineering and Product teams to prioritise development of data, reports, and other tools needed to track accountability via auditing process.
  • Proactively identify opportunities to reduce in-house time spent auditing.
  • Maintain PLOS-side feedback tracker, and coordinate the sending of feedback to suppliers.
  • Escalate contract breaches to legal for advice.
• Establish a culture of excellence in vendor relationships
  • Develop, maintain and share resources and best practices for vendor management, including how to set appropriate SLAs and audit levels, and how to collect and share feedback.
  • Lead training sessions for PLOS staff to share best practices for engagement with vendors.
  • Support regular site visits both with external consultant and key contacts from relevant teams.
• Capacity planning
  • Regularly review number of tasks sent to suppliers to ensure volume is as outlined in contract.
  • Work with teams to amend contract and…