Administrative Assistant with Vendor Management provides comprehensive administrative support to the office or department while also overseeing vendor relationships and procurement activities. This role involves performing administrative tasks, coordinating vendor activities, managing contracts, and ensuring efficient vendor selection and performance.
Responsibilities:
- Provide general administrative support, including managing phone calls, emails, and correspondence.
- Schedule and coordinate meetings, appointments, and travel arrangements for the team members.
- Assist in preparing and editing documents, reports, presentations, and other materials.
- Maintain and update company records, databases, and filing systems.
- Manage and organize office supplies, equipment, and inventory.
- Handle incoming and outgoing mail, packages, and deliveries.
- Liaise with vendors, including soliciting bids, negotiating contracts, and managing vendor relationships.
- Conduct vendor research, evaluation, and selection processes to ensure the best value for the organization.
- Monitor vendor performance, including tracking delivery timelines, quality, and customer service.
- Review vendor invoices, reconcile discrepancies, and process payments in a timely manner.
- Maintain accurate vendor records, contracts, and documentation.
- Collaborate with cross-functional teams to identify and address vendor-related issues or concerns.
- Assist in the development and implementation of vendor management policies, procedures, and guidelines.
- Stay up-to-date with industry trends and best practices in vendor management and procurement.
- Assist in special projects and assignments as required.
Requirements:
- Bachelor's Degree Preferred; additional qualifications in office administration or related field is a plus.
- Proven work experience as an Administrative Assistant or in a similar role with vendor management responsibilities.
- Proficient in using office software and equipment, including MS Office (Word, Excel, PowerPoint) and office management tools.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to prioritize tasks and multitask effectively.
- Strong problem-solving and decision-making abilities.
- Familiarity with vendor management principles, procurement processes, and contract negotiation.
- Knowledge of relevant software applications and tools for vendor management.
- Ability to build and maintain positive relationships with vendors.
- Understanding of basic accounting principles for invoice processing and payment reconciliation.
- Professional and friendly demeanor.
- Ability to work independently and as part of a team.
- Experience in a specific industry or with specific vendor categories may be preferred, depending on the organization's needs.
