VOLUNTEER OPENINGS - FIN: Vendor & Contracts Specialist

Are you interested in contract management and vendor relations? Join PMI-LA as the Vendor & Contracts Specialist to support vendor contract oversight, procurement compliance, and financial tracking. Work closely with the Procurement & Vendor Relationship Manager to ensure vendor agreements align with financial policies, service quality expectations, and budget constraints. This is a great opportunity for professionals looking to gain experience in procurement, contract negotiations, and vendor compliance!

 

Purpose

The Vendor & Contracts Specialist is responsible for managing vendor contracts, ensuring procurement compliance, and supporting vendor relationship oversight. Reporting to the Procurement & Vendor Relationship Manager, this role ensures that PMI-LA’s vendor agreements align with financial policies, procurement best practices, and organizational needs.

 

Responsibilities/Accountabilities

 

Contract & Vendor Management:

  • Maintain vendor contracts, agreements, and procurement documentation to ensure compliance.
  • Assist in contract negotiations, ensuring PMI-LA secures cost-effective and high-quality vendor agreements.
  • Track contract terms, renewal deadlines, and compliance requirements.
  • Support the Procurement & Vendor Relationship Manager in vendor selection and evaluation processes.


Procurement & Compliance Support:

  • Ensure all procurement activities follow PMI-LA’s financial policies and regulatory guidelines.
  • Work with the Finance Team to ensure vendor payments align with contractual agreements.
  • Maintain a centralized contract repository for easy access and reference.
  • Verify vendor compliance with legal, financial, and operational requirements.

 

Collaboration & Reporting:

  • Provide regular contract and procurement status reports to the Procurement & Vendor Relationship Manager.
  • Work with the Budget Planning & Financial Strategy Manager to ensure procurement aligns with financial planning efforts.
  • Assist in vendor performance assessments to ensure service quality and financial efficiency.

 

Time Commitment

  • 6-8 hours per month

 

Battle Rhythm (Recurring Activities & Deadlines)

Weekly:

  • Monitor vendor contract compliance and procurement requests.
  • Track contract deadlines and upcoming renewals.

Monthly:

  • Update the contract repository and vendor management database.
  • Support the Procurement & Vendor Relationship Manager in contract analysis.

Quarterly:

  • Conduct contract audits and vendor assessments.
  • Ensure procurement documentation is up to date and accessible.

Annually:

  • Assist in contract renewals, negotiations, and procurement strategy reviews.
  • Support the Finance Team in budget planning related to vendor expenses.

 

Preferred Skills & Qualifications

  • Experience in contract management, vendor relations, or procurement.
  • Understanding of financial compliance, nonprofit procurement policies, and vendor negotiation strategies.
  • Strong attention to detail and ability to track multiple contracts and deadlines.
  • Proficiency in contract management software, QuickBooks (vendor payments), or procurement tracking tools.

 

Role-Specific Security Access

  • Read & Edit Access: Vendor contracts, procurement policies, and financial reports related to vendor expenses.
  • Approval Authority: Contract documentation updates and vendor tracking approvals.
  • Financial Systems Access: Procurement tracking tools, vendor contract databases.

 

Reports to:  Vice President of Finance

For more information contact the VP of Finance at vpfinance@pmi-la.org