Mechanical Vendor Relations Specialist

Position Overview Kitchen Ventilation Solutions is seeking a proactive and organized Mechanical Vendor Relations Specialist to coordinate relationships with suppliers, subcontractors, manufacturers, and service providers supporting commercial kitchen ventilation projects. This role helps ensure that equipment, materials, parts, and vendor services are sourced and delivered efficiently. Responsibilities include coordinating quotes, tracking purchase orders, monitoring delivery schedules, maintaining vendor records, and communicating with internal project and service teams. The ideal candidate has strong administrative and communication skills, enjoys coordinating multiple vendors, and can manage purchasing and project-support tasks in a deadline-driven mechanical services environment. Key Responsibilities 1. Vendor Communication & Relationship Management Serve as a primary administrative contact for assigned suppliers, manufacturers, and subcontractors. Request product information, pricing, availability, and delivery estimates. Maintain professional relationships with vendors and follow up on outstanding requests. Communicate project requirements, order updates, and service needs to external partners. Escalate recurring vendor issues, delays, or service concerns to management. 2. Purchasing & Quote Coordination Request and organize quotes for ventilation equipment, ductwork, fans, filters, replacement parts, and related materials. Compare vendor pricing, lead times, and product specifications for internal review. Prepare purchase order information and coordinate approvals. Track order confirmations and maintain accurate purchasing documentation. Help identify alternative suppliers when materials are unavailable or delayed. 3. Mechanical Project & Delivery Coordination Monitor vendor delivery schedules against project timelines. Coordinate material availability with project managers, installers, technicians, and warehouse personnel. Follow up on delayed, incomplete, or incorrect orders. Confirm delivery details and communicate changes to affected teams. Help ensure required materials and equipment are available before scheduled installation or service work. 4. Vendor Records & Performance Tracking Maintain current vendor contact information, pricing records, product catalogs, and service documentation. Track order accuracy, delivery performance, response times, and recurring issues. Organize invoices, purchase order records, warranty information, and vendor correspondence. Prepare routine vendor activity reports for procurement and operations management. 5. Operations Support & Issue Resolution Coordinate with internal teams to resolve material shortages, incorrect shipments, damaged items, and order discrepancies. Assist with warranty and replacement-part requests. Support invoice matching by comparing vendor invoices with approved purchase orders and delivery records. Recommend improvements to vendor communication, purchasing workflows, and order tracking. Maintain organized records and follow established company procedures. Qualifications Required High school diploma or equivalent. Strong communication, organization, and follow-up skills. Proficiency with email, spreadsheets, and standard office software. Ability to manage multiple vendor requests, orders, and deadlines. Attention to detail when reviewing quotes, purchase orders, and delivery records. Professional approach to problem-solving and vendor communication. Preferred Experience in vendor relations, purchasing, procurement, supply coordination, or mechanical operations. Familiarity with HVAC, commercial kitchen ventilation, sheet metal, construction, or mechanical service environments. Experience using inventory, purchasing, or project management software. Ability to review basic equipment descriptions, product specifications, and material lists. Experience coordinating subcontractors, suppliers, or field service teams. Core Competencies Vendor relationship coordinat…

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