Vendor Coordinator Sr. This role coordinates end-to-end vendor management activities for North America, APAC and EMEA, from market research, vendor selection and commercial negotiation to contracting, supplier performance, reporting and governance. The role ensures accurate vendor records, timely stakeholder communication, policy compliance and measurable commercial value.
What will you do?
- Vendor sourcing, selection and onboarding
- Identify and prospect new vendors by country, service category and resource type, in line with business and delivery needs.
- Define and apply agreed vendor evaluation criteria; perform initial due diligence and coordinate onboarding activities.
- Run RFI, RFP and RFQ processes, issue requests, consolidate responses, complete costing sheets and perform initial commercial analysis.
- Keep vendors informed throughout the sourcing process and provide clear final feedback, whether the opportunity is won or lost.
- Maintain an up-to-date vendor pipeline and repository, including legal entity data, service coverage, capabilities, pricing and supporting documents.
- Commercial negotiation and contract management
- Establish and maintain professional, contractual relationships with vendors.
- Lead or coordinate commercial negotiations and renegotiations covering rates, pricing models, payment terms, service levels and other agreed contractual conditions.
- Coordinate MSA, SOW, NDA, addenda, renewals and other vendor documents with Legal, Finance, Presales, Delivery, Purchasing and internal approvers.
- Ensure contracts are complete, approved, executed and stored in the designated contract repository, including NetDocs where applicable.
- Identify opportunities to consolidate supplier contracts, improve commercial conditions and optimize cost.
- Vendor communication and stakeholder coordination
- Own day-to-day outward communication with vendors and act as a reliable point of contact for NEA vendor-related requests.
- Coordinate information flow between vendors and internal stakeholders, including Sales, Presales, Delivery, Legal, Finance and Purchasing.
- Respond to Sales and Presales requests within agreed procedures and timelines, providing vendor options, quotations and market information.
- Manage escalations professionally, maintain visibility of interdependent initiatives and ensure agreed actions are followed through.
- Vendor data, pricing and repository management
- Update the vendor pricing database monthly and maintain accurate history of rates and quotations.
- Maintain complete and current records for vendors, legal documents, contracts, pricing, services, coverage and performance information.
- Consolidate scattered commercial, operational and legal data into controlled departmental repositories.
- Regularly review market rates by country and resource type and contribute to target rate-card development.
- Upload and maintain purchasing processes, procedures and work instructions on SharePoint.
- Performance, reporting, compliance and audit
- Manage and report vendor-management KPIs, including sourcing activity, quotations, pricing, supplier coverage, contract status, performance and response times.
- Prepare management presentations and reports covering department evolution, commercial performance, financial data and vendor activity.
- Support vendor evaluations by issuing requests, receiving information, performing initial analysis and organizing evidence for governance sessions.
- Ensure adherence to vendor-management, procurement, contract-management and data-maintenance procedures; propose practical process improvements.
- Participate in internal audits, supplier audits and quality checks, and maintain complete supporting evidence.
What do you need to succeed?
- Bachelor's degree in Economics, Business Administration, Procurement, Supply Chain Management or a related field. An equivalent combination of education and directly relevant professional experience may be considered.
- Minimum 5 years of relevant professional experience in vendor management, procurement, purchasing, strategic sourcing, account management or a comparable commercial role.
- Demonstrated experience in vendor or partner management and direct supplier communication.
- Practical experience in contract development, negotiation and agreement, including MSA and SOW exposure.
- Demonstrated hands-on ownership of vendor contracts from commercial discussion and internal approvals through execution, amendment and renewal.
- Experience negotiating rates and working in competitive procurement scenarios such as RFI, RFP or RFQ.
- Experience supporting Sales and Presales cycles with supplier quotations, pricing or commercial input.
- Excellent English, written and spoken, minimum C2 level;
- Strong Microsoft Excel, Word, PowerPoint and Outlook skills; good analytical and reporting capability.
- Ability to prioritize, work independently, manage multiple deadlines and maintain accurate documentation.
Preferred requirements:
- Vendor management experience related to staffing, temporary personnel or field-service resources.
- Experience in IT outsourcing, field services or managed services.
- Sales or Account Management background.
- Experience with NetDocs, SharePoint, ITSM tools or comparable vendor, procurement and contract repositories.
Who we are At Stefanini, we offer a wide range of services, including Digital Workplace Services, Application Development, and Digital & Innovation solutions - making this an exciting opportunity to work with cutting-edge offerings for our clients. We have been recognized as an Emerging Specialist in the 2025 Gartner Magic Quadrant™ for Generative AI Consulting and Implementation Services, and a Visionary in the 2025 Gartner Magic Quadrant™ for Outsourced Digital Workplace Services. Our 35,000 employees are located across 41 countries.
Stefanini is proud to recruit exceptional talent and establish relationships with prospective employees. Our talent acquisition and hiring teams will always have a phone, virtual and/or in-person conversation with you before extending a job offer. During these conversations, we will provide details about the company, discuss the interviewing and hiring processes, and answer any questions about the job itself, the organization, the culture, etc.
This is a hybrid position which will allow you to work from home on Wednesdays and Fridays.
What do you need to succeed?
- Bachelor's degree in Economics, Business Administration, Procurement, Supply Chain Management or a related field. An equivalent combination of education and directly relevant professional experience may be considered.
- Minimum 5 years of relevant professional experience in vendor management, procurement, purchasing, strategic sourcing, account management or a comparable commercial role.
- Demonstrated experience in vendor or partner management and direct supplier communication.
- Practical experience in contract development, negotiation and agreement, including MSA and SOW exposure.
- Demonstrated hands-on ownership of vendor contracts from commercial discussion and internal approvals through execution, amendment and renewal.
- Experience negotiating rates and working in competitive procurement scenarios such as RFI, RFP or RFQ.
- Experience supporting Sales and Presales cycles with supplier quotations, pricing or commercial input.
- Excellent English, written and spoken, minimum C2 level;
- Strong Microsoft Excel, Word, PowerPoint and Outlook skills; good analytical and reporting capability.
- Ability to prioritize, work independently, manage multiple deadlines and maintain accurate documentation.
Preferred requirements:
- Vendor management experience related to staffing, temporary personnel or field-service resources.
- Experience in IT outsourcing, field services or managed services.
- Sales or Account Management background.
- Experience with NetDocs, SharePoint, ITSM tools or comparable vendor, procurement and contract repositories.
Who we are At Stefanini, we offer a wide range of services, including Digital Workplace Services, Application Development, and Digital & Innovation solutions - making this an exciting opportunity to work with cutting-edge offerings for our clients. We have been recognized as an Emerging Specialist in the 2025 Gartner Magic Quadrant™ for Generative AI Consulting and Implementation Services, and a Visionary in the 2025 Gartner Magic Quadrant™ for Outsourced Digital Workplace Services. Our 35,000 employees are located across 41 countries.
Stefanini is proud to recruit exceptional talent and establish relationships with prospective employees. Our talent acquisition and hiring teams will always have a phone, virtual and/or in-person conversation with you before extending a job offer. During these conversations, we will provide details about the company, discuss the interviewing and hiring processes, and answer any questions about the job itself, the organization, the culture, etc.
This is a hybrid position which will allow you to work from home on Wednesdays and Fridays.
