External Resource & Vendor Operations Manager

Position Overview

The Vendor & Operations Manager centralizes and elevates how Precision AQ’s marketing agencies source, contract, onboard, and manage third-party freelancers, production vendors, and software/tools. Additionally, this role optimizes cost, mitigates compliance risk, and supports data governance by ensuring system accuracy for key resource management technologies (ERP, workflow, contract management, etc.). Additional opportunities exist for project-based work supporting broader operational initiatives across AQ’s marketing agencies.

Key Responsibilities

• Manage end-to-end contractor lifecycle: outreach, onboarding, contracts, tracking, offboarding.
• Draft engagement letters; secure approvals; prepare ICAs/FoOs; manage legal review and redlines.
• Distribute executed contracts; coordinate W-9, ACH, and vendor setup in CloudSuite/PSA.
• Maintain contractor systems; ensure IT provisioning and access (ERP, Workfront).
• Track hours, monitor compliance, and resolve system issues in partnership with the Enterprise Systems team.

Vendor & Software Support

• Support vendor and software utilization; maintain contract dates, license costs, and user lists.
• Support the business in drafting and routing MSAs for new vendors; manage renewals and payment arrangements.
• Govern tools tracker to prevent duplicate sign-ups and collaborate with IT where needed and identify areas of overlap; publish catalog for internal visibility.
• Identify opportunities for multi-service line enterprise contracts; negotiate contracts as needed
• Partner with IT for security and compliance while retaining business-specific configurations.

System Administration & Support

• Review timesheets and assist with adjustments; validate ERP data
• Maintain PSA admin access and Contract Management System licenses to support workflows for freelancers, vendors, and client-specific requests
• Coordinate with Finance and Legal for approvals and reporting needs
• Set up vendors and freelancers in Workfront; onboard and offboard users
• Manage exceptions reports, update user groups, and create new brands as needed to support 3^rd party contractors.

Ad Hoc Support

• Perform periodic audits (e.g., W-9 compliance, vendor documentation).
• Support special projects across agency operations
• Facilitate end-of-month and monthly timecard/invoice reminders for Contractors and other vendors
• Assist with cross-functional requests from Operations, Finance, and IT as needed.

Qualifications

• Bachelor’s degree in Business, Communications, Marketing, finance or related field; 3-5 years of related experience, especially managing freelancers, vendors, and software in an agency agencies or life sciences setting.
• Proven experience with contract administration and related tools (Icertis or similar), project/resource management experience and related tools (Workfront, PSA), and DAM workflows.
• Strong negotiation, stakeholder/project management, and process design skills; high attention to detail and ability to manage fluctuating workloads.

Preferred Experience

• Demonstrated experience managing projects, supporting procurement workflows, or contributing to system implementation and optimization
• Vendor/freelancer sourcing & management; contract negotiation; compliance (usage rights/NDAs).
• ERP, Workflow and/or Contract Management system administration; tools/license governance; including SOP creation & enforcement.
• Reporting & analytics on external spend, utilization, and performance; continuous improvement mindset.