Vendor and Contract Specialist

Function / Position Summary

The Vendor & Contract Specialist is responsible for overseeing the full lifecycle of vendor onboarding, compliance, and contract administration. This role ensures all vendors meet organizational requirements, maintains accurate and complete contract records, and serves as a key liaison between internal departments, legal counsel, and external vendors. The position requires strong attention to detail, proactive communication, and the ability to manage multiple compliance workflows simultaneously. Additionally, this role supports departmental administration in all aspects of procurement within a dynamic, fast-paced environment.

Job Duties / Responsibilities

• Oversee the full lifecycle of vendor onboarding, ensuring proper classification, complete documentation, and compliance for all vendor types.
• Conduct ongoing vendor follow-up to obtain required documents, including Certification of Good Standing and COI, and serve as the primary point of contact for onboarding inquiries and issue resolution.
• Maintain consistent communication with requesting departments regarding vendor status, requirements, and timelines.
• Partner with departments and schools to identify, address, and resolve vendor non-compliance issues, ensuring adherence to organizational requirements.
• Review contracts to ensure accuracy, completeness, and required approvals, including contract signatures.
• Serve as liaison between Legal and vendors to facilitate contract revisions and ensure alignment with organizational policies and compliance standards.
• Track contracts throughout their lifecycle, including execution, renewal, and rebidding, and notify departments of key deadlines.
• Maintain accurate, organized records in Bonfire, including uploading and managing all required documents (contracts, COIs, SOPPA agreements, board documents, and bidding contracts).
• Ensure document completeness, version control, and audit readiness across all vendor and contract files.
• Verify and maintain Certificates of Insurance (COIs), ensuring compliance, tracking expirations, and proactively managing renewals with vendors.
• Collaborate with Legal, Procurement, Finance, and internal departments to support efficient vendor and contract workflows and provide guidance on requirements and processes.
• Manage projects in a fast-paced environment, ensuring high levels of communication, accuracy, and customer service.
• Maintain ongoing vendor communication, resolve procurement issues, and escalate concerns as needed.
• Demonstrate strong organizational, problem-solving, and communication skills, with the ability to manage multiple priorities, meet strict deadlines, and adapt to frequent changes.
• Exercise sound judgment, professionalism, and confidentiality when handling sensitive information.
• Work independently, take initiative, and follow projects through to completion.
• Perform other duties as assigned.

Education

• Bachelor's degree in Business Administration, Finance, Public Administration, or related field (or equivalent experience).

Experience / Knowledge

• Minimum of three years experience in vendor management, contract administration, procurement, or compliance (preferred).
• Strong knowledge of contract review and compliance processes.
• Experience with document management systems (e.g., Euna Procurement or similar platforms).
• Excellent organizational and attention-to-detail skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines effectively.
• Proficiency in Microsoft Office Suite, Google Suite and database systems.
• Experience working in public sector or education environments.
• Bilingual - Spanish/English (written/verbal) preferred.

Physical Demands

• Ability to work in a fast paced environment.
• Ability to work on a computer over a major portion of the work day.

Terms of Employment

• This is a 12-month position. Salary and benefits are as established by the Board of Education.
• The full salary range for this position is $54,752.00 - $82,139.00. It is our typical practice to hire in between the minimum and midpoint ($68,446.00).