Data Center Vendor Coordinator

Position is located in Nashville, TN Working within established procurement, finance, security, and data center operations policies, this IC3 independently owns a defined work queue; coordinates across requestors, vendors, Accounts Payable, Procurement, Finance, and site teams; and resolves routine-to-complex issues before escalation. The coordinator does not approve spend, select suppliers, negotiate contracts, or authorize invoices outside delegated policy; instead, the role ensures each transaction is accurate, complete, routed correctly, and ready for the appropriate approval. Primary outcome: Create a dependable single point of operational control that reduces PO and invoice cycle time, prevents avoidable payment and onboarding delays, and gives vendor-category leaders clean, auditable data for decisions. Core Responsibilities Procure-to-Pay Operations: PRs, POs, and Invoices Own intake, triage, and end-to-end administrative coordination for PR and PO requests supporting contracted data center services, materials, projects, maintenance, and operational needs. Review requisition packages for required business justification, correct cost center/project and account coding, approved supplier, statement of work or quote, rate card alignment, deliverables, receipt requirements, and required approvals before submission. Create, submit, track, amend, and close PRs and POs in the applicable Oracle procurement/ERP tools in accordance with policy, delegated authority, and service-level targets. Maintain a PR/PO control log that identifies aging, approval bottlenecks, change orders, duplicate-request risk, remaining balances, expired POs, and actions required to protect service continuity. Serve as the first operational point of contact for invoice exceptions, including PO/invoice mismatches, missing receipts, price or quantity variances, tax or supplier-data issues, duplicate invoices, incorrect coding, and blocked payment status. Coordinate three-way-match support by obtaining receipt evidence, service completion confirmation, invoice backup, and corrections from suppliers and internal requestors; document resolution and route only policy-required exceptions for approval. Partner with Accounts Payable, Procurement, Finance, and vendors to resolve invoice holds and prevent recurring root causes. Escalate payment-risk, service-disruption, control, or suspected-fraud concerns immediately through defined channels. Supplier and Vendor Onboarding Administration Coordinate onboarding and re-onboarding workflows for new and existing vendors, including intake checklists, supplier master-data requests, tax and banking documentation routing, insurance certificates, security and badging prerequisites, site access dependencies, and required operational contacts. Validate that supplier records, contacts, service categories, campus coverage, documentation expiration dates, and commercial references are complete and consistent across approved systems of record. Maintain onboarding status dashboards and proactively follow up with suppliers and internal owners to remove blockers while protecting segregation-of-duties and data-privacy requirements. Support mobilization readiness by coordinating administrative dependencies for critical vendors; identify gaps early and escalate risks that could affect site access, planned maintenance, construction, or operational response. Data Center Vendor Operations and Documentation Control Use working knowledge of mission-critical data center environments to prioritize vendor requests appropriately, recognizing the distinction between routine work, planned maintenance, project work, and urgent operational needs. Maintain accurate vendor, PO, invoice, work-order, compliance, and onboarding records in designated systems and controlled repositories; ensure documentation is searchable, current, and audit-ready. Support work-order/CMMS administrative hygiene for in-scope vendor activity, including vendor references, st…

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