Position Summary
The Associate Vendor Relations provides essential administrative, operational, and coordination support to the Senior Manager of Vendor Relations and the broader Commercial Excellence team. This role manages the day-to-day administrative infrastructure of the vendor relations functioning, scheduling, documentation, tracking, financial administration, event logistics, and communication support—freeing the Senior Manager to focus on strategic vendor relationships, cross-functional execution, and advisory leadership activities. This role is remote, with one required in-office day per week at our Birmingham, AL location.
Key Responsibilities
1. Administrative & Documentation Support
- Maintain centralized repositories for vendor contracts, agreements, SOPs, and supporting documentation, ensuring version control and accessibility.
- Draft, format, and proofread vendor-related correspondence, presentations, SOWs, and internal reports on behalf of the Senior Manager.
- Manage document lifecycle for vendor onboarding and offboarding, including intake forms, NDAs, and compliance checklists.
- Coordinate and track vendor credentialing, compliance documentation, and data security requirements.
- Support development and ongoing maintenance of standard operating procedures (SOPs) for vendor relations processes and administrative workflows.
2. Scheduling & Meeting Coordination
- Own scheduling and calendar management for vendor meetings, QBRs, monthly cadence calls, and internal cross-functional working sessions.
- Prepare and distribute meeting agendas, pre-read materials, and support documentation in advance of all vendor and internal meetings.
- Capture meeting notes, action items, and decisions; distribute follow-up summaries and track completion of commitments.
- Coordinate logistics for on-site and virtual vendor meetings, including room booking, tech setup, and participant communication.
3. Tracking & Project Coordination
- Maintain centralized project tracking tools and dashboards for vendor initiatives, pilot programs, and cross-functional deliverables.
- Monitor task completion, milestone progress, and open action items across vendor programs; flag delays and escalation to the Senior Manager as needed.
- Manage and update trackers for vendor marketing fund commitments, sponsorships, and event logistics.
- Support the Senior Manager in building and maintaining SOWs, project plans, and initiative briefs for vendor-facing programs.
- Compile regular status reports and portfolio-level summaries for leadership reviews and cross-functional updates.
4. Financial & Marketing Fund Administration
- Track vendor marketing fund allocations, expenditures, and balances across co-op, education, and promotional programs; maintain accurate, up-to-date budget records.
- Follow up with vendors on outstanding payments and open invoices; and escalate aging items to the Senior Manager.
- Reconcile vendor fund statements against internal records; flag discrepancies and support monthly and quarterly close processes with Finance.
5. Event & Sponsorship Coordination
- Coordinate vendor sponsorship logistics for enterprise, GVP/DVP, and field events—tracking commitments, collecting assets, and confirming deliverables against sponsorship agreements.
- Maintain sponsorship trackers covering funding levels, CE requirements, registration details, and asset deadlines across all active vendor agreements.
- Serve as a primary point of contact for vendor logistics at Mission events, managing on-site setup, signage, materials, and day-of vendor need.
- Liaise with the Events team to align vendor timelines, deliverables, and logistics with event schedules and production requirements.
- Conduct post-event administrative wrap-up, including reconciling actual vs. committed spend, capturing performance notes, and updating trackers for future planning.
6. Cross-Functional & Vendor Communication Support
- Assist in drafting vendor communications, announcements, and marketing assets for review and support communication to hospital teams, field leadership, and internal stakeholders.
- Maintain the vendor marketing calendar and coordinate content distribution across channels, ensuring timely delivery of vendor materials to internal audiences.
- Serve as an administrative liaison between vendors and internal teams—routing inquiries, requests, and escalations to the appropriate contact and tracking resolution.
- Support preparation in support of leadership presentations, field meeting decks, and vendor-facing materials, including gathering data, formatting content, and incorporating feedback.
