Vendor Relations Coordinator

Vendor Relations Coordinator

Heredia, Costa Rica

Position Overview

The Vendor Relations Coordinator oversees the administrative and operational processes associated with marketing vendor agreements, ensuring each contract progresses efficiently from initial review and negotiation through approval, execution, invoicing, and payment.

Reporting to the Chief of Staff to the CMO, this position coordinates cross-functional efforts with Legal, Finance, Security, and Procurement to facilitate contract reviews, manage vendor onboarding, monitor purchasing activities, and ensure compliance with internal policies and procedures.

Acting as a key liaison between Marketing stakeholders and internal departments, the coordinator supports the engagement of external agencies, event venues, sponsorship partners, and software providers. The role requires strong organizational and project management capabilities, attention to detail, effective communication, and the ability to manage multiple requests and deadlines in a fast-paced environment.

Key Responsibilities

• Coordinate the intake and administration of marketing-related vendor agreements, including Master Service Agreements (MSAs), Statements of Work (SOWs), Non-Disclosure Agreements (NDAs), order forms, sponsorship contracts, event agreements, agency contracts, and renewals.

• Perform preliminary contract reviews against established company standards, identify unusual terms or potential risks, and prepare relevant documentation and summaries for Legal review.

• Coordinate contracts throughout the approval and execution process, collaborating with Legal, Procurement, Security, and Finance while ensuring compliance with internal approval policies and signature authorities. Facilitate electronic signatures through DocuSign.

• Oversee vendor onboarding activities, including supplier registration, collection of tax and banking information, and coordination of security and data privacy assessments when applicable.

• Manage purchase requisitions and purchase orders (POs), working closely with Accounts Payable to verify invoices, address discrepancies, and facilitate accurate and timely vendor payments.

• Maintain organized contract records and tracking systems, monitoring agreement details, expenditures, contract owners, renewal dates, and termination notice periods. Proactively communicate upcoming deadlines to relevant stakeholders.

• Coordinate multiple contract requests simultaneously by establishing timelines, monitoring progress, providing status updates, and addressing potential delays or approval bottlenecks.

• Provide guidance and support to Marketing teams regarding contract requirements, approval procedures, expected turnaround times, and vendor engagement processes.

• Collaborate with Marketing leadership and Finance to monitor vendor expenditures against allocated budgets and assist with month-end accruals and quarterly financial planning.

• Evaluate existing processes and identify opportunities to improve contract intake, documentation, templates, guidelines, and approval workflows through automation and AI-enabled solutions.

• Develop and maintain reports covering contract processing timelines, outstanding invoices, upcoming renewals, and marketing vendor expenditures to support management visibility and decision-making.

Requirements

• Fluency in English.

• 3–5+ years of experience in legal operations, contract administration, procurement, or vendor management, preferably within a Marketing or Go-to-Market environment.

• Familiarity with commercial contract structures and terminology, including MSAs, SOWs, NDAs, payment conditions, intellectual property, indemnification clauses, and automatic renewal provisions, with the ability to identify matters requiring Legal intervention.

• Strong project management and coordination skills, with the ability to manage multiple requests, prioritize competing deadlines, and maintain accuracy across concurrent assignments.

• Excellent organizational skills and attention to detail, particularly in contract documentation, tracking, and record maintenance.

• Strong interpersonal and communication abilities, with the capacity to collaborate effectively with Marketing, Legal, Finance, Procurement, and external suppliers.

• Knowledge of procure-to-pay processes, including purchase requisitions, purchase orders, invoice reconciliation, and vendor onboarding.

• Practical experience with electronic signature and contract management platforms, such as DocuSign, along with advanced proficiency in Microsoft Excel.

• A customer-oriented and solution-driven approach, with the ability to adapt to changing priorities in a dynamic work environment.

• Bachelor’s degree or equivalent relevant professional experience.

Preferred Qualifications

• Previous experience working in a SaaS or technology organization.

• Familiarity with procurement platforms, ERP solutions, or Contract Lifecycle Management (CLM) systems, such as Oracle or comparable tools.

• Experience managing marketing-related vendor agreements, including event venue contracts, sponsorship arrangements, agency engagements, influencer partnerships, or media purchasing agreements.

• Paralegal education, professional certifications in contract administration, or project management credentials.

• Interest in and practical experience applying AI tools to streamline contract reviews, administrative processes, tracking, and reporting.

• Experience coordinating international vendors and managing payments across multiple currencies.