Vendor Management Assistant

Job Description

Vendor Management Assistant

We’re looking for a driven and detail-oriented Vendor Management Assistant who plays a critical role in ensuring smooth production execution, strong vendor partnerships, and efficient procurement processes across assigned accounts. This role is ideal for someone ready to take ownership, apply sound judgment, and grow within a fast-paced agency environment.

Vendor Management & Partnership Excellence

• Proactively research, evaluate, and recommend production and agency vendors based on capability, reliability, and project suitability. Provide clear, well-documented assessments and actionable recommendations to immediate head.
• Independently prepare and manage talent and vendor contracts for assigned accounts, ensuring completeness, accuracy, and compliance with internal requirements. Monitor routing and flag risks or proposed revisions for timely escalation.
• Support cost negotiations with a clear commercial mindset, backed by research, benchmarks, and alignment with immediate superior.
• Participate in vendor bidding processes, ensuring adherence to policies and confidentiality standards. Secure signed NDAs prior to concept exposure, consolidate bid summaries, and confirm all project requirements are fully covered.
• Coordinate vendor accreditation requirements end-to-end—validating documents, monitoring approvals, and ensuring timely vendor code release. Raise issues and resolve blockers in partnership with stakeholders.
• Build and maintain strong, professional vendor relationships. Act promptly on concerns and escalate issues that require senior-level intervention.
  
  

• Diligently comply with procurement policies, procedures, and internal controls, while proactively identifying opportunities for improvement.
• Support the implementation and continuous enhancement of procurement processes, contributing ideas to streamline workflows and reduce risk.
• Demonstrate clear accountability throughout the procurement cycle, with sound judgment on when and how to escalate risks or delays.
• Regularly maintain and improve the vendor database, ensuring information is accurate, complete, and up to date.
  
  

• Prepare accurate and timely Cost Estimates (CEs) based on approved Cost Estimate Requests (CERs), vendor quotations, and agency fees for assigned accounts. Ensure swift routing for review and approval.
• Collect and validate completion reports and billing documents from vendors, coordinating timely submission to SSC and tracking payments for pass-through clients. Maintain updated monitoring reports.
• Create and manage vendor Purchase Orders (POs), ensuring alignment with client-approved cost estimates or budget allocations. Secure signed POs and maintain proper documentation.
• Conduct monthly open PO reviews for assigned accounts, coordinating status updates with internal and external stakeholders.
  
  

• Increased ownership and visibility across accounts and vendors
• Exposure to cost negotiations, production workflows, and policy improvement initiatives
• A clear development path toward more strategic procurement and vendor management responsibilities
  
  

• Bachelor’s degree in business course.
• At least 1year of relevant experience in procurement, vendor management, production support, finance operations, or agency operations; advertising or media industry experience preferred.
• Proven hands-on experience managing vendors, contracts, cost estimates, purchase orders, and billing documentation, with increasing accountability across assigned accounts.
• Strong working knowledge of procurement policies, internal controls, and compliance, including the ability to identify risks, escalate issues appropriately, and contribute to process improvements.
• Highly organized and analytical communicator, comfortable handling vendor negotiations, bid reviews, and accreditation processes, proficient in Microsoft Excel, Word, and PowerPoint.
• Fresh graduates are encourage to apply.