The Vendor Services contractor is responsible for supporting vendor-related activities during all phases of outages (pre-outage, outage, and post-outage). This role ensures effective communication with vendors, accurate processing of invoices, and thorough documentation. The coordinator will interact extensively with vendors to manage contracts, monitor performance, and ensure compliance with expectations.

Pre-Outage Responsibilities:

Preparation:

Gain a thorough understanding of all outage-related Purchase Orders (POs) and ensure they are accurately set up. Submit change orders or request changes as necessary

Communication:

Establish and maintain clear lines of communication with vendors to set expectations and address any concerns.

Rate Updates:

Confirm that vendor rates are accurate per the vendor contract/quote.

Vendor Coordination:

Send expectation emails to vendors

Vendor Meetings:

Participate in regular meetings with large T&M vendors and cost leads to maintain clear communication and prevent unanticipated costs.

Outage Responsibilities:

Error Management:

Adjust or communicate any errors on POs or service confirmations to prevent payment delays

Invoice Approval:

Approve service confirmations and monitor burn rates.

Summary and Timesheets:

Ensure vendors provide weekly summaries and daily service confirmations.

Communication:

Maintain clear communication with vendors throughout the outage.

Invoice Confirmations:

Ensure non ERS vendors convert service confirmations to invoices and assist vendors with invoice related issues.

Post-Outage Responsibilities:

Cost Summary:

Ensure vendors provide a post-outage cost summary.

Invoicing:

Ensure that all invoicing is complete and accurately recorded.

Negotiations:

Participate in cost negotiations and provide vendor reviews.

Rental Management:

Ensure all rentals are returned and invoicing is completed.

Performance Evaluation:

Conduct a thorough evaluation of vendor performance, including:

Scope Changes :

Assess how well vendors managed and adapted to any changes in the project scope.

Expectations Compliance :

Evaluate how well vendors met the expectations set out in the initial agreements.

Quality of Work :

Review the quality of work delivered by vendors, including adherence to timelines and standards.

Communication :

Assess the effectiveness and timeliness of vendor communication throughout the outage.

Issue Resolution :

Evaluate how efficiently vendors addressed and resolved any issues that arose during the outage. Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support. Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/ . Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.