Vendor & Contract Specialist

Exploreelginarea; Elgin (IL); On-site; USD 54,752 - 82,139; Full time

Job summary

Exploreelginarea seeks a Vendor & Contract Specialist to manage the full lifecycle of vendor onboarding, compliance, and contract administration in a fast-paced educational environment.

You will ensure all vendors meet requirements, maintain detailed contract records, and act as a bridge between internal teams, legal counsel, and external vendors. Strong multitasking, communication, and organizational abilities are essential.

Qualifications

• Bachelor's degree in Business Administration, Finance, Public Administration, or related field (or equivalent experience).
• Experience with vendor onboarding, contract administration, and compliance workflows.
• Bonfire or similar document management platform experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, Google Suite and database systems.
• Experience in public sector or educational environments.
• Ability to work in a fast-paced environment.
• Ability to work on a computer for a major portion of the work day.

Responsibilities

• Reports To: Procurement Coordinator.
• Oversee full lifecycle of vendor onboarding, compliance, and contract administration.
• Ensure vendors meet organizational requirements and maintain contract records.
• Serve as liaison between internal departments, legal counsel, and external vendors.
• Manage multiple compliance workflows with proactive communication.
• Support procurement administration in a dynamic, fast-paced environment.
• Oversee documentation, COIs, SOPPA agreements, and bidding contracts in Bonfire.
• Ensure document completeness and audit readiness across vendor files.
• Verify COIs and renewals, tracking expirations with vendors.
• Collaborate with Legal, Procurement, Finance, and departments to optimize workflows.
• Manage projects, maintain high levels of communication, accuracy, and customer service.
• Escalate procurement concerns as needed and follow through to completion.

Skills

Contract compliance

Organizational skills

Written & verbal communication

Multitasking / deadlines

Microsoft Office / Google Suite

Public sector / education experience

Computer use most of day

Education

Bachelors degree in Business Administration / Finance / Public Administration

Tools

Bonfire

Document management systems

Database systems

Job description

• Bachelor's degree in Business Administration, Finance, Public Administration, or related field (or equivalent experience)
• 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
• Ability to work in a fast paced environment
• Ability to work on a computer over a major portion of the work day
• 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

Responsibilities

• Reports To: Procurement Coordinator
• 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
• 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