Vendor Management and Support Associate

As an associate in the Operations Administration Planning and Analysis team you. our Vendor Management & Support Associate, will be the subject matter expert for all areas related to Operations assets and related services.   You will maintain a mindset of continuous improvement, in collaboration with other departments, to ensure all practices are efficient and standardized across all operations departments.  You will work with the Operations Administration Planning and Analysis team to establish a collaborative working environment, ongoing cross training among team members and ensure well documented procedures.  This will lead to increased internal customer satisfaction through clarity of processes, improved data and reporting, and better business decision making. 

·         Lead on supplier invoicing and related administration for all Operations departments, including but not limited to, co-ordination of processing all supplier invoices and/or credits in a timely manner and sent to Accounts Payable to ensure on time payment, ensuring all supplier statement of accounts are up to date

·         Co-ordinate the Repairs & Maintenance process with internal management and service providers to ensure efficient communication and co-ordination of service and related required documentation.

·         Co-ordinate the Preventative Maintenance Process to ensure required service is being completed, documentation is being collected and develop a tracking system of all relevant information for management.

·         Lead to liaise with Finance/Procurement and Account Payables department

·         Co-ordinate on behalf of the Fleet department the invoice processing, closing of work orders, managing the monthly fuel billing and co-ordinating the dual billing in Microsoft D365 for vendor payment.

·         When reviewing vendor statements and investigating outstanding invoices, need to understand why it is outstanding and the steps required to get it cleared.  The individual would need to communicate with the vendor, our AP department and/or internal department to help get the outstanding invoice resolved.

. When a request is submitted for repairs and maintenance, the individual will need to assess the severity of the request, get full details and review with senior management.  They will need to get a quote for the work and get final approval on the repair before proceeding.

·         The individual will need to co-ordinate contractors for repairs and maintenance calls from paperwork, to when they are physically on site to direct them where needed, to ensuring job satisfaction by internal customer on a job done right.

·         University or college degree/diploma in a field related to Business Administration, Finance and/or the equivalent in education and experience.

·         Minimum of two (2) years experience in roles that provide support to multiple departments and collaborates cross-functionally with other team members

·         Experience working in a highly collaborative team to ensure independent and team success 

·         Interaction with various departments and co-ordinating resources to ensure tasks are completed on time and accurately.

·         This role requires the individual to manage various tasks throughout the day and requires that their time be managed properly and efficiently.  They should always be looking for ways to be more efficient and how to streamline processes

·         This role requires the individual to interact with internal departments such as Operations, Accounts Payable, and Corporate

Purchasing regarding the processing of invoices and with external contacts such as vendors and contractors regarding invoice issues or questions or repairs and maintenance  

·         May have to work flexible hours that includes some evenings and weekends due to operational, business and project demands.  Examples include working a major event race day.