Vendor Partner Account Specialist

The Vendor Partner Accounts Specialist supports the management of Tier 4 vendor relationships for VGM & Associates. This role oversees contract administration, vendor onboarding, pricing and contracting communications, and audit-related tasks. The specialist ensures smooth day-to-day vendor operations through account management, strong communication, accurate administrative support, and a deep understanding of VGM partnerships. 

Reporting Accountability: Contracts Administrator 

Working Location: Waterloo, IA with 4 days per week required in office. 

Work Hours Classification: Monday- Friday 8-5pm with off-hour requirements as needed for events or vendor site visits. 

Key Responsibilities 

• Serve as the primary owner and point of contact for Band (group purchasing management software).
• Manage relationships with Tier 4 vendor partners (109 vendors), including communication with channel leaders, sales, and marketing.
• Handle client communication, vendor needs assessment, and retention efforts.

Audit Process & Invoicing 

• Oversee all audit and LOP forms; coordinate required LOPs with the sales team.
• Contact vendors regarding account connections, member inquiries, and pricing issues.
• Maintain up to date knowledge of vendor invoicing requirements (monthly and on request).

Vendor Management & Contract Administration 

• Manage the Business Assessment process for prospective vendors including paperwork collection, CRM entry, and coordination of internal/external discussions.

• Act as liaison between channel leaders, prospective vendors, and the contract administrator.
• Lead vendor onboarding calls (contract overview, reporting, fees, membership lists, audits, support contacts).
• Enter vendor data in I.VGM, assign M#, upload contracts, and complete related administrative tasks.
• Notify internal teams of new vendors and coordinate next steps.
• Create invoices, track payments, and prepare membership lists.
• Collect and communicate pricing changes to marketing.
• Coordinate vendor visit scheduling with the Executive Assistant team.

Sales Team Support 

• Maintain updated support documents for vendor partnerships.
• Update sales team forms related to vendors (Audit, LOP forms, membership packets).

Key Qualifications 

The ideal vendor partner account specialist is driven to learn and stay up to date on processes and skills needed for success in this role. 

• Minimum of 2 years in an account management or customer service-oriented role. 
• Relationship-oriented with strong interpersonal skills, problem-solving, and CRM usage.
• Solid working knowledge of Excel and Outlook.
• Ability to efficiently learn new internal programs needed to complete tasks.
• Sound interpersonal, verbal, and written communication skills.
• Possess the ability to be independent in much of their function and to reach out when help is needed.
• Highly organized with the ability to prioritize workload and manage multiple, potentially conflicting deadlines with attention to detail and within agreed timelines.
• A flexible attitude with respect to work assignments and new learning.

• Shows commitment to and performs consistently high-quality work.

Physical Requirements 

• Sitting for long amounts of time.
• Using technology efficiently such as computers, phones, misc. office equipment.
• Standingand walking throughout the VGM facilities.
• Travel to industry conferences, as needed.

This job description reflects the general duties of the job but is not a detailed description of all duties which may be inherent to the position. Reasonably related additional duties may be assigned to the individual Associate.  

VGM Group, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.