External Resource & Vendor Operations Manager
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Job Description
Vendor & Operations Manager centralizing vendor and contractor management for Precision AQ’s marketing agencies. Optimizing cost and mitigating compliance risks while supporting data governance across key resources.
Responsibilities:
- Manage end-to-end contractor lifecycle: outreach, onboarding, contracts, tracking, offboarding.
- Draft engagement letters; secure approvals; prepare ICAs/FoOs; manage legal review and redlines.
- Distribute executed contracts; coordinate W-9, ACH, and vendor setup in CloudSuite/PSA.
- Maintain contractor systems; ensure IT provisioning and access (ERP, Workfront).
- Track hours, monitor compliance, and resolve system issues in partnership with the Enterprise Systems team.
- Support vendor and software utilization; maintain contract dates, license costs, and user lists.
- Support the business in drafting and routing MSAs for new vendors; manage renewals and payment arrangements.
- Govern tools tracker to prevent duplicate sign-ups and collaborate with IT where needed and identify areas of overlap; publish catalog for internal visibility.
- Identify opportunities for multi-service line enterprise contracts; negotiate contracts as needed.
- Partner with IT for security and compliance while retaining business-specific configurations.
- Review timesheets and assist with adjustments; validate ERP data.
- Maintain PSA admin access and Contract Management System licenses to support workflows for freelancers, vendors, and client-specific requests.
- Coordinate with Finance and Legal for approvals and reporting needs.
- Set up vendors and freelancers in Workfront; onboard and offboard users.
- Manage exceptions reports, update user groups, and create new brands as needed to support 3rd party contractors.
- Perform periodic audits (e.g., W-9 compliance, vendor documentation).
- Support special projects across agency operations.
- Facilitate end-of-month and monthly timecard/invoice reminders for Contractors and other vendors.
- Assist with cross-functional requests from Operations, Finance, and IT as needed.
Requirements:
- Bachelor’s degree in Business, Communications, Marketing, finance or related field; 3-5 years of related experience, especially managing freelancers, vendors, and software in an agency agencies or life sciences setting.
- Proven experience with contract administration and related tools (Icertis or similar), project/resource management experience and related tools (Workfront, PSA), and DAM workflows.
- Strong negotiation, stakeholder/project management, and process design skills; high attention to detail and ability to manage fluctuating workloads.
Benefits:
- Health insurance
- retirement savings benefits
- life insurance
- disability benefits
- parental leave
- paid time off for sick leave and vacation
- discretionary annual bonus
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