Vendor Relations Specialist (Full-Time Hybrid, North Carolina Based) (Finance)

The Vendor Relations Specialist is responsible for tracking and monitoring the performance and processes of the mail vendor. Additionally, this position manages the order fulfillment process of the value-added services (VAS) available to Alliance members through delegated vendors. This individual contributes to the overall efficiency and success of Alliance's vendor relations processes and procedures as well as supports the Vendor Relations Manager to carry out day-to-day operations.

This position will offer the ability to work three days remote and also will require reporting on-site on Tuesdays and Wednesdays of every week to Alliance Home Office in Morrisville, NC.

 Responsibilities & Duties

Process Return and Response Mailing from Each Vendor 

• Monitors the Vendor Relations inbox for upcoming return mail reports and tracking information
• Review SFTP site daily to ensure vendor has received mailing for each department and other materials
• Review all daily and weekly vendor generated reports and reconcile against upload mailing requests
• Communicate with departments regarding coordination of outgoing mail and returned mail
• Review and sort retuned mail
• Manually enter data into the Return Mail module and Change in Member Circumstance form in ACS
• Securely shred returned mail and its contents into the locked bins

Value-Added Services Contract Administration

• Conduct research to identify new vendors and evaluate their capabilities and pricing
• Assist Vendor Relations Manager in the contracting process with recommended changes and ensure those changes are updated in the vendor contracts.
• Works with purchasing to execute the vendor contract and amendments.

Review, Process, and track Value-added Services (VAS) 

Receive and process all requests for VAS through the SharePoint fulfillment tool

• Reviews for eligibility 
• Documents approval or denial
• Submits order to vendor
• Tracks order 
• Reports completion
• Reconciles invoices

Managing Vendor Relationships

• Develops and manages new and potential vendor relationships that align with organizational values and meet state requirements. 
• Utilizes business standards, tools and templates required to execute and monitor vendor management activities  such as the VAS Tool on SharePoint and Delegation Monitoring Tool for our vendors.
• Delegation Monitoring Tool – Assist in tracking and monitoring vendor's performance by reviewing the daily MicroStrategy reports to ensure vendor is submitting the state required reports on the specified due dates in the contract. 
• VAS Tool – process member VAS requests from the in-take process to fulfillment which requires coordinating efforts with Care Management to ensure member meets the eligibility criteria. Run daily VAS reports for reporting purposes. Escalate any issues with the tool to the SharePoint administrator as needed. 
• Actively engages with internal and external stakeholders to ensure frequent communication and alignment. 
• Track and communicates vendor questions and concerns, identified risks, and issues effectively to leadership.
• Monitors the Vendor Relations inbox including reviewing emails, processing requests, and requesting invoices and tracking delivery status as well as vendor notifications and follow up

Scheduling & Meeting Facilitation

• Schedule and facilitate meetings. 
• Drafts agenda, takes accurate notes and distributes the meeting minutes. 
• Follows up on action items

Assist with Data Management and Reporting 

• Pull data from MicroStrategy system to provide reports on utilization, timely completion of mailings and any additional data needed
• Pull data from VAS fulfillment system to provide reports on utilization, timely completion of orders and data needed to reconcile vendor invoices
• Work with Internal departments to understand data needs related to mailings and VAS program and compile reports as requested
• Assist Vendor Relations Manager in tracking the performance reporting of the mailing delegated vendors and producing summaries for the Delegation Oversite Committee and Department Heads
• Assist Vendor Relations Manager with reviewing reports to ensure proper accuracy to avoid any state penalties around timeliness and reporting.
• Assist Vendor Relations Manager in gathering and compiling any corrective action report required by delegated vendors and ensure it is submitted to Alliance

Minimum Requirements

$19.73-$25.16/Hourly 

Education & Experience

Required:

High School or equivalent and 5 years of related experience;

Preferred:

Bachelor's degree in Business, Communications, Healthcare, or related field and 3 years of related experience

Knowledge, Skills, & Abilities

• Attention to detail
• Professional judgment making
• Communication skills
• Knowledge of purchasing & procurement
• Knowledge of mailing services
• Knowledge of database entry and maintenance
• Knowledge of account maintenance
• Knowledge of office administration techniques
• Microsoft Office skills
• Microsoft Word skills
• Microsoft Excel skills
• SharePoint skills
• Customer Service skills
• Ability to develop & maintain vendor relationships

Education

Required

• High School or better in General Studies

Skills

Required

• Collecting information
• Customer Service
• Microsoft Office
• Prepare Reports
• Relationship Management

See job description