Vendor Specialist

Workday Talent Hub; Lehi (UT); On-site; USD 70,000 - 110,000; Full time

Job summary

Workday Talent Hub is seeking a detail-oriented Vendor Management Specialist to coordinate supplier onboarding and procurement workflows. You will manage onboarding in GEP Quantum, gather essential supplier data, and drive requests to completion while coordinating with Vendor Managers and business stakeholders.

The role involves creating requisitions in Ariba, tracking approvals and PO creation, and maintaining renewal and supplier performance records.

Qualifications

• Bachelor's degree preferred or equivalent practical experience.
• 2–5 years of experience in vendor management, purchasing, procurement operations, finance operations, contract administration, or related field.
• Demonstrated ability to manage multiple transactions and drive them to completion.
• Excellent written and verbal communication and strong organizational skills.

Responsibilities

• Initiate and coordinate supplier onboarding in GEP Quantum as directed by Vendor Managers or stakeholders.
• Gather business/supplier information, monitor actions, and complete onboarding requests.
• Create purchase requisitions in Ariba after sourcing and contracting activities.
• Monitor requisition approvals and PO creation; follow up on stalled or non-standard transactions.
• Maintain trackers for renewals, expirations, and renewal-readiness.
• Prepare performance history, obligations, and documentation for renewal planning.
• Coordinate supplier business reviews and meeting logistics.
• Collect KPI/scorecard inputs and prepare standard performance calculations.
• Document outcomes, actions, owners, and due dates; follow up on commitments.
• Log and investigate vendor issues, credits, queries, and exceptions.

Skills

Strong organizational skills

Clear written and verbal communication

Strong problem-solving

Collaborative cross-functional work

Attention to detail

Education

Bachelor's degree

Tools

GEP Quantum

Ariba

Workday

ServiceNow

Power BI

Job description

• Initiate and coordinate supplier onboarding requests in GEP Quantum as directed by Vendor Managers or business stakeholders.
• Gather required business and supplier information, monitor outstanding actions, and follow onboarding requests through completion.
• Create purchase requisitions in Ariba against the appropriate cost center after applicable sourcing and contracting activities have been completed.
• Monitor purchase requisition approvals and purchase-order creation, and coordinate follow-up for returned, incomplete, stalled, or non-standard transactions.
• Maintain renewal, contract-expiration, and purchase-order-expiration trackers for assigned suppliers and coordinate renewal-readiness activities under Vendor Manager guidance.
• Gather and organize performance history, open issues, obligations, and supporting documentation for renewal planning.
• Maintain supplier review calendars and coordinate scheduling and logistics for standard supplier business reviews.
• Gather, validate, and maintain established KPI and scorecard inputs; prepare standard performance calculations and review materials using approved methodologies and templates.
• Document supplier review outcomes, actions, owners, and due dates, and follow up on supplier and internal commitments.
• Receive, log, categorize, investigate, and track assigned vendor issues, credits, queries, exceptions, and follow-up actions using established procedures.
• Coordinate work across business stakeholders, suppliers, and functional partners; maintain owners, target dates, handoffs, timestamps, supporting documentation, and an accurate action history.
• Proactively follow up on overdue or stalled activities and escalated SLA breaches, complex exceptions, unresolved issues, and matters requiring strategic or functional decisions.
• Monitor and coordinate assigned invoice and payment exceptions, including rejected transactions, credits, payment blocks, missing information, and entity or currency discrepancies.
• Coordinate invoice-related follow-up with suppliers, business stakeholders, Accounts Payable, and other functional partners, while documenting VMO actions and downstream handoffs.
• Maintain accurate operational trackers, work queues, status reports, dashboards, and audit-ready documentation.
• Reconcile operational information against the appropriate systems of record and coordinate correction of discrepancies.
• Compile purchasing, onboarding, renewal, issue, invoice, and supplier-performance status information for Vendor Managers and business stakeholders.
• Identify recurring operational breakdowns, incomplete data, overdue actions, and control gaps, and surface them to Vendor Managers for review.
• Support selected higher-complexity activities under Vendor Manager direction while keeping strategic and functional owners informed of risk, status, and required decisions.

Responsibilities And Duties

• Initiate and coordinate supplier onboarding requests in GEP Quantum as directed by Vendor Managers or business stakeholders.
• Gather required business and supplier information, monitor outstanding actions, and follow onboarding requests through completion.
• Create purchase requisitions in Ariba against the appropriate cost center after applicable sourcing and contracting activities have been completed.
• Monitor purchase requisition approvals and purchase-order creation, and coordinate follow-up for returned, incomplete, stalled, or non-standard transactions.
• Maintain renewal, contract-expiration, and purchase-order-expiration trackers for assigned suppliers and coordinate renewal-readiness activities under Vendor Manager guidance.
• Gather and organize performance history, open issues, obligations, and supporting documentation for renewal planning.
• Maintain supplier review calendars and coordinate scheduling and logistics for standard supplier business reviews.
• Gather, validate, and maintain established KPI and scorecard inputs; prepare standard performance calculations and review materials using approved methodologies and templates.
• Document supplier review outcomes, actions, owners, and due dates, and follow up on supplier and internal commitments.
• Receive, log, categorize, investigate, and track assigned vendor issues, credits, queries, exceptions, and follow-up actions using established procedures.
• Coordinate work across business stakeholders, suppliers, and functional partners; maintain owners, target dates, handoffs, timestamps, supporting documentation, and an accurate action history.
• Proactively follow up on overdue or stalled activities and escalated SLA breaches, complex exceptions, unresolved issues, and matters requiring strategic or functional decisions.
• Monitor and coordinate assigned invoice and payment exceptions, including rejected transactions, credits, payment blocks, missing information, and entity or currency discrepancies.
• Coordinate invoice-related follow-up with suppliers, business stakeholders, Accounts Payable, and other functional partners, while documenting VMO actions and downstream handoffs.
• Maintain accurate operational trackers, work queues, status reports, dashboards, and audit-ready documentation.
• Reconcile operational information against the appropriate systems of record and coordinate correction of discrepancies.
• Compile purchasing, onboarding, renewal, issue, invoice, and supplier-performance status information for Vendor Managers and business stakeholders.
• Identify recurring operational breakdowns, incomplete data, overdue actions, and control gaps, and surface them to Vendor Managers for review.
• Support selected higher-complexity activities under Vendor Manager direction while keeping strategic and functional owners informed of risk, status, and required decisions.

Requirements

• Bachelor's degree preferred
• 2–5 years of experience in vendor management, purchasing, procurement operations, finance operations, contract administration, or a comparable field; or a bachelor’s degree with relevant coursework or equivalent practical experience.
• Demonstrated ability to manage multiple transactions, requests, cases, or work items concurrently and drive them through completion.
• Strong organizational skills, attention to detail, and disciplined documentation practices.
• Sound operational judgment and the ability to distinguish routine work from exceptions requiring investigation or escalation.
• Strong problem-solving skills and persistence in coordinating work across multiple teams and systems.
• Clear written and verbal communication skills, including the ability to summarize status, blockers, dependencies, and required actions.
• Ability to work collaboratively with business stakeholders, Vendor Managers, suppliers, and cross-functional partners while respecting defined decision rights.
• Experience with spreadsheets, reporting tools, work queues, and enterprise workflow systems.
• Experience with supplier onboarding, purchase requisitions, purchase orders, invoice or payment exceptions, renewals, supplier performance reviews, scorecards, or vendor issue management is preferred.
• Experience in a Vendor Management Office, shared services, Employee Experience, Finance, Procurement, or supplier-management environment is preferred.
• Familiarity with GEP Quantum, Ariba, Workday, ServiceNow, Power BI, or comparable platforms is preferred.
• Ability to read and apply defined contract, purchasing, payment, policy, and service-level requirements under guidance.