Vendor Coordinator (Mortgage)

POSITION OVERVIEW:   The Vendor Management Specialist is responsible for processing applications and contracts end to end, performing on-going maintenance, and conducting annual recertification of vendors. They work closely with members of the other departments and all levels of management throughout the organization to effectively manage vendor relationships. The position plays a critical role in optimizing the Vendor Management process and coordinating the internal contract administration procedures to ensure efficiency and compliance with organizational goals and standards in mind. 

Must be able to work Pacific Time 8AM to 5PM 

ESSENTIAL DUTIES and RESPONSIBILITIES, includes the following responsibilities, but not limited to: 

• Responsible for working with Senior Managers and Department Heads on requested applications and contracts/agreements for new vendor relationships. 
• Onboard new vendors in accordance with the company’s rules and guidelines; including collecting and reviewing vendor's policies and procedures, performing due diligence on each vendor, and ensuring all required documentation is received from any new vendors along with collecting and verifying applicable senior management and legal review and approvals are obtained.
• Responsible for centralized contracting administration functions and strategy from start to finish that aligns with the organization's goals and objectives.
• Proactively monitors agreement term dates and works closely with business unit owners on upcoming renewal and termination dates to plan for the continuation or discontinuation of services that align with the organization’s overall strategy while obtaining proper executive management pre-approval on renewals.
• Assist business areas with developing and reviewing statements of work, service level agreements, contractual terms, and conditions (inclusive of usage, pricing, delivery, acceptance, payment, warranty, etc.).
• Responsible for monitoring the anniversary of vendor relationships and facilitating the annual recertification process, and to ensure appropriate updated documentation is collected from the vendor and the applicable approvals are obtained for the renewal, as well as fulfilling recertification requirements that are mandatory by vendors in order for the organization to continue the partnership.
• Responsible for performing due diligence and reviewing vendor documents to ensure they meet requirements set by the organization, and to determine that they are current, relevant, and that they specifically address the risks as identified by the organization (such as information and physical security) and question inconsistencies.
• Responsible for ensuring the vendor is set up properly in the organization’s system(s) or record(s), and that systems used to manage vendor relationships are fully utilized by the business unit owner.
• Maintain the system of record for Vendor Management and associated vendor files, to include contracts, agreements, due diligence documents, etc.
• Prepare reporting and metrics for Vendor Management activities.
• Work collaboratively with Legal to ensure that contracts are reviewed, and appropriate initial and on-going due diligence of the vendor is completed.
• Responsible for monitoring the shared Vendor Management mailbox, including addressing emails that are received, as well as to ensure that the mailbox is adequately documented to ensure that all items have been addressed and closed out.
• Support internal, third-party, and regulatory audit requests.
• Train internal business units regarding the company’s vendor management policies and procedures.
• Responsible for following up on open vendor items in a timely manner, and escalating issues as needed.
• Maintain knowledge of any laws, regulations or best practices related to vendor relationships.
• Complete special projects or tasks assigned by management as needed.

QUALIFICATIONS AND EXPERIENCE:

 

• Must be able to work 8-5 Pacific Time 
• 2 - 5 years’ experience in the mortgage industry preferred
• 2 - 5 years' experience in vendor management required
• Strong communication, interpersonal, and organizational skills
• Proficient experience with Microsoft applications such as Excel, Word, and PowerPoint and able to develop management reporting
• Ability to thrive in a flexible and production-oriented environment
• Possesses a high level of integrity and strong work ethic
• Displays positive and professional attitude and represent company in a positive manner
• Works well under pressure while promoting team engagement
• Detail oriented and thorough with excellent time management skills
• Ability to present ideas as well as accept constructive feedback
• Good knowledge of third-party management software
• Excellent analytical and problem-solving skills
• Work well under pressure while promoting a team player attitude

SUPERVISORY RESPONSIBILITIES:
Direct Reports: None

PHYSICAL and ENVIRONMENTAL CONDITIONS: This role operates in an ADA compliant office environment, utilizing typical office equipment and tasks including computer work. The position may involve partial stationary positions and moving throughout the day. Flexibility to work overtime to meet project deadlines is required.

Base Compensation Information – CMG pays a competitive salary which ranges from $50,000 to $65,000. Factors that affect salary may include: experience working in vendor management, years of experience working in mortgage industry, types of roles performed, computer skills, experience specific to working with mortgage lenders, and education.