Vendor Services Contractor

Location: Indiantown, FL

Schedule: Standard Office Hours

Contract Duration: 12 Months

Pay Rate:$37-42/hour

Position Overview

The Contract Coordinator – Level 3 is responsible for supporting vendor-related activities throughout all phases of planned outages, including pre-outage, outage, and post-outage activities.

This role serves as a key point of contact between the organization, vendors, and internal stakeholders. The coordinator will support contract and Purchase Order (PO) management, vendor communications, invoice processing, cost tracking, documentation, and vendor performance evaluation.

The ideal candidate will have strong organizational and communication skills, attention to detail, and the ability to effectively manage multiple vendors and priorities in a time-sensitive environment.

Key Responsibilities

Pre-Outage Activities

• Review and develop a thorough understanding of all outage-related Purchase Orders (POs).
• Ensure POs are accurately established and aligned with approved vendor contracts and quotes.
• Submit or coordinate change orders and PO modifications as required.
• Establish and maintain clear communication with vendors regarding outage expectations, requirements, and procedures.
• Verify that vendor rates and pricing are accurate and consistent with approved contracts and quotes.
• Send vendor expectation and preparation communications prior to the outage.
• Participate in regular meetings with major Time & Materials (T&M) vendors and cost leads.
• Monitor vendor planning activities to help identify and prevent unanticipated costs.

Outage Activities

• Monitor vendor POs and service confirmations for accuracy.
• Identify, communicate, and resolve PO or service confirmation errors to minimize payment delays.
• Review and approve service confirmations in accordance with established procedures.
• Monitor vendor spending and burn rates against approved budgets.
• Ensure vendors submit required weekly summaries and daily service confirmations.
• Maintain consistent communication with vendors throughout the outage.
• Ensure non-ERS vendors convert approved service confirmations into invoices.
• Assist vendors with invoice questions, discrepancies, and other payment-related issues.
• Maintain accurate and thorough documentation of vendor activities and costs.

Post-Outage Activities

• Ensure vendors submit a complete post-outage cost summary.
• Confirm that all vendor invoicing is complete, accurate, and properly recorded.
• Support and participate in cost negotiations as required.
• Provide input and documentation for vendor performance reviews.
• Ensure all rented equipment and materials are returned and that associated invoicing is completed.
• Review overall vendor performance, including:
  • Scope Management: Evaluate how effectively vendors managed and adapted to changes in project scope.
  • Compliance with Expectations: Assess vendor performance against expectations established in contracts, quotes, and pre-outage communications.
  • Quality of Work: Evaluate the quality and timeliness of vendor deliverables and adherence to applicable standards.
  • Communication: Assess the effectiveness, responsiveness, and timeliness of vendor communication.
  • Issue Resolution: Evaluate how efficiently vendors identified, addressed, and resolved issues during the outage.

Key Skills & Qualifications

• Strong vendor and contractor coordination skills.
• Experience with Purchase Orders, contracts, invoicing, and cost tracking.
• Strong attention to detail and documentation skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple vendors, priorities, and deadlines simultaneously.
• Experience working with Time & Materials (T&M) contracts is preferred.
• Strong problem-solving and issue-resolution skills.
• Ability to work effectively with vendors, cost leads, and internal stakeholders.
• Proficiency with standard office and b

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