Vendor Services Coordinator (Martin County)

We are seeking an organized, detail-oriented Vendor Services Coordinator to support vendor management and procurement during planned outages. This role supports pre-outage preparation, outage execution, and post-outage closeout, with a strong focus on purchase orders, invoices, cost tracking, vendor communication, and documentation.
Key Responsibilities
Pre-Outage Planning
• Review outage-relate
...
d purchase orders for alignment with contracts, quotes, rates, scopes, and project requirements.
• Coordinate purchase order changes and supporting approvals.
• Communicate schedules, procedures, documentation requirements, and performance expectations to vendors.
• Participate in planning meetings with major Time and Materials vendors, cost leads, and internal stakeholders.
• Identify potential commercial or administrative issues before outage work begins.
Outage Support
• Review purchase orders, service confirmations, and invoices for accuracy.
• Resolve discrepancies that could delay vendor payment.
• Monitor vendor burn rates and spending against approved purchase orders and budgets.
• Collect required daily service confirmations and weekly cost summaries.
• Maintain regular vendor communication and assist with invoice-related questions.
• Identify and escalate potential cost overruns, documentation gaps, and compliance concerns.
Post-Outage Closeout
• Obtain complete and accurate vendor cost summaries and final invoices.
• Support final cost reviews and vendor negotiations as needed.
• Coordinate the return and invoicing of rented equipment and materials.
• Evaluate vendor performance based on scope management, contract compliance, work quality, communication, scheduling, and issue resolution.
• Ensure all invoices, cost records, supporting documentation, and performance evaluations are complete and properly maintained.
Preferred Qualifications
• Experience in vendor coordination, procurement, purchasing, contract administration, or project cost support.
• Experience processing purchase orders, change orders, service confirmations, and invoices.
• Familiarity with Time and Materials contracts and vendor cost tracking.
• Strong organizational, analytical, and problem-solving skills.
• Excellent attention to detail and ability to manage competing priorities.
• Strong written and verbal communication skills.
• Experience supporting power generation, utilities, construction, maintenance, industrial projects, or planned outages is preferred.

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