Vendor Coordinator

Who are we?
Proax Technologies is a leading Technical Automation Distributor that offers innovative product solutions in the areas of Automation and Robotics, Motion Control and Machine Safety, creating close relationships with our valued customers, vendors, and employees.
Why Join Us
Be part of a collaborative, high-impact team
Work closely with leading vendors and internal stakeholders
Gain exposure to sales, marketing, and operations functions
Play a key role in driving execution and business success
General Description
We are seeking a highly organized and detail-oriented Vendor Coordinator to support our Vendor Management team. In this role, you will be the operational backbone that keeps vendor programs, communications, and activities running smoothly.
You’ll work closely with Vendor Managers, Sales, Marketing, and Operations to coordinate vendor initiatives, manage logistics, maintain accurate data, and ensure execution excellence across promotions, product launches, training, and reporting.
This is an ideal opportunity for someone who thrives in a fast-paced, collaborative environment and enjoys turning plans into action.
Job Duties / Responsibilities
Vendor Coordination & Communication
Act as a day-to-day point of contact for vendor coordination and communication
Schedule and coordinate vendor meetings, including agendas, materials, and follow-ups
Manage information flow between internal teams and vendor partners
Track action items and escalate issues when needed
Operations & Process Execution
Support Vendor Managers by coordinating timelines, deliverables, and workflows
Maintain vendor trackers, dashboards, and documentation
Ensure processes are followed and deadlines are met
Demo Equipment Coordination
Arrange ordering of demo equipment from vendors and manufacturers
Coordinate allocation and distribution across sales teams and events
Track demo inventory, usage, and availability
Manage logistics including shipping, returns, and lifecycle tracking
Marketing Funds (MDF) & Program Support
Track MDF/co-op balances, usage, and activity status
Ensure documentation and compliance requirements are met
Submit claims and follow up on reimbursements
Coordinate execution of vendor-funded activities
Product Launches, Promotions & Events
Support new product launches, including system setup and training coordination
Assist with execution of promotions, campaigns, and vendor programs
Organize and support tradeshows, events, and sales initiatives
Maintain promotion calendars and ensure timely execution
Pricing & Data Management
Maintain and update vendor price lists across systems
Ensure pricing accuracy and communicate updates internally
Support data collection for pricing and performance analysis
Identify and flag discrepancies for resolution
Vendor Onboarding
Support onboarding of new vendors, including system setup and product data entry
Coordinate onboarding training and internal communications
Ensure all required documentation is completed and organized
Lead & CRM Coordination (HubSpot)
Ensure vendor-related leads are entered, assigned, and tracked correctly
Monitor follow-up activity and lead flow
Track basic performance metrics and flag data quality issues
Training & Sales Enablement Coordination
Create and maintain a vendor training calendar for Inside Sales and Sales teams
Schedule and coordinate training sessions (logistics, invites, materials)
Track attendance and maintain training records
Support training tied to promotions and product launches
Sales & Commercial Support
Assist with contract documentation and tracking
Track rebates, special pricing agreements (SPAs), and vendor programs
Support communication between Sales, Vendor Managers, and Operations
Assist with inventory and supply updates as needed
Reporting & Business Planning Support
Prepare vendor reports, dashboards, and scorecards
Support data preparation for business reviews (monthly and quarterly)
Track progress against vendor targets and initiatives
What You Bring
Required
2+ years of experience in coordination, operations, administrative, or support role
Strong organizational and time management skills
High attention to detail and ability to manage multiple priorities
Strong communication skills and ability to work cross-functionally
Proficiency with Microsoft Office (Excel, PowerPoint, Outlook)
Preferred
Experience in a B2B environment (technology, distribution, or vendor programs)
Familiarity with CRM systems (HubSpot preferred)
Experience coordinating events, promotions, or training initiatives
Experience working with vendors, suppliers, or partner programs
Compensation
Expected Compensation: $50,000 - $70,000 per year. Compensation will be determined based on the experience, skills and qualifications and falls within the expected range for this role.

Employment type
Full-Time

Work arrangement
No