Vendor Operations Coordinator

Position is located in Nashville, TN

Working within established procurement, finance, security, and data center operations policies, this IC3 independently owns a defined work queue; coordinates across requestors, vendors, Accounts Payable, Procurement, Finance, and site teams; and resolves routine-to-complex issues before escalation. The coordinator does not approve spend, select suppliers, negotiate contracts, or authorize invoices outside delegated policy; instead, the role ensures each transaction is accurate, complete, routed correctly, and ready for the appropriate approval.

Primary outcome: Create a dependable single point of operational control that reduces PO and invoice cycle time, prevents avoidable payment and onboarding delays, and gives vendor-category leaders clean, auditable data for decisions.

Core Responsibilities

Procure-to-Pay Operations: PRs, POs, and Invoices

• Own intake, triage, and end-to-end administrative coordination for PR and PO requests supporting contracted data center services, materials, projects, maintenance, and operational needs.

• Review requisition packages for required business justification, correct cost center/project and account coding, approved supplier, statement of work or quote, rate card alignment, deliverables, receipt requirements, and required approvals before submission.

• Create, submit, track, amend, and close PRs and POs in the applicable Oracle procurement/ERP tools in accordance with policy, delegated authority, and service-level targets.

• Maintain a PR/PO control log that identifies aging, approval bottlenecks, change orders, duplicate-request risk, remaining balances, expired POs, and actions required to protect service continuity.

• Serve as the first operational point of contact for invoice exceptions, including PO/invoice mismatches, missing receipts, price or quantity variances, tax or supplier-data issues, duplicate invoices, incorrect coding, and blocked payment status.

• Coordinate three-way-match support by obtaining receipt evidence, service completion confirmation, invoice backup, and corrections from suppliers and internal requestors; document resolution and route only policy-required exceptions for approval.

• Partner with Accounts Payable, Procurement, Finance, and vendors to resolve invoice holds and prevent recurring root causes. Escalate payment-risk, service-disruption, control, or suspected-fraud concerns immediately through defined channels.

Supplier and Vendor Onboarding Administration

• Coordinate onboarding and re-onboarding workflows for new and existing vendors, including intake checklists, supplier master-data requests, tax and banking documentation routing, insurance certificates, security and badging prerequisites, site access dependencies, and required operational contacts.

• Validate that supplier records, contacts, service categories, campus coverage, documentation expiration dates, and commercial references are complete and consistent across approved systems of record.

• Maintain onboarding status dashboards and proactively follow up with suppliers and internal owners to remove blockers while protecting segregation-of-duties and data-privacy requirements.

• Support mobilization readiness by coordinating administrative dependencies for critical vendors; identify gaps early and escalate risks that could affect site access, planned maintenance, construction, or operational response.

Data Center Vendor Operations and Documentation Control

• Use working knowledge of mission-critical data center environments to prioritize vendor requests appropriately, recognizing the distinction between routine work, planned maintenance, project work, and urgent operational needs.

• Maintain accurate vendor, PO, invoice, work-order, compliance, and onboarding records in designated systems and controlled repositories; ensure documentation is searchable, current, and audit-ready.

• Support work-order/CMMS administrative hygiene for in-scope vendor activity, including vendor references, status accuracy, closure evidence, service dates, and linkage to the correct commercial record where required.

• Coordinate administrative support for vendor performance reviews by compiling data on PO aging, invoice exceptions, onboarding cycle time, documentation completeness, recurring issues, and service-delivery evidence.

• Perform routine quality checks to identify duplicate suppliers, missing documentation, aging approvals, inactive or expired POs, unresolved invoice exceptions, and other control gaps; drive corrective actions to closure.

Service Management, Reporting, and Continuous Improvement

• Manage the centralized vendor operations queue against defined SLAs; communicate status, next steps, and required actions clearly to requestors, vendor category managers, and site stakeholders.

• Produce weekly and monthly operational reporting on PR/PO volume and aging, invoice exception types and resolution time, supplier onboarding status, data-quality issues, and work queue performance.

• Identify recurring failure modes and recommend practical processes, system, template, and training improvements that reduce rework, improve controls, and enhance the internal customer and vendor experience.

• Create and maintain standard work, checklists, knowledge articles, and intake templates for core vendor operations processes; support training and adoption across the centralized model.

Decision Rights and Escalation Boundaries

This role is expected to exercise independent judgment within established policy to sequence work, validate completeness, resolve routine discrepancies, and coordinate cross-functional action. The coordinator is not the delegated approver for spend, supplier selection, contract terms, invoice payment, or vendor performance decisions unless separately authorized in writing.

• Escalate immediately: potential service interruption, emergency data center work requiring expedited commercial support, suspected fraud, payment diversion, security/access concerns, material compliance gaps, and any transaction outside policy or approval authority.

• Escalate through normal governance: commercial disputes, rate-card or scope changes, contract amendments, budget exceptions, supplier-performance decisions, and unresolved invoice or PO issues that require policy or management judgment.

Minimum Qualifications

• 3+ years of experience in vendor operations, procurement operations, accounts payable support, facilities operations, data center operations support, or another controlled, high-availability environment.

• Demonstrated experience managing PR, PO, receipt, invoice, and exception-resolution workflows in an ERP or procurement system.

• Experience coordinating suppliers, internal requestors, Finance/Accounts Payable, and Procurement across multiple stakeholders and competing priorities.

• Strong command of administrative controls, documentation quality, workflow tracking, spreadsheet analysis, and written business communication.

• Ability to interpret purchase documentation, service confirmation, invoices, and operational records; attention to detail sufficient to identify discrepancies and incomplete information.

• Ability to work effectively in a centralized, high-volume shared-services model, manage confidential supplier and financial information, and follow established control procedures.

Preferred Qualifications

• Experience supporting mission-critical facilities, data centers, construction programs, field services, or technical infrastructure operations.

• Experience with Oracle Fusion Cloud ERP, Oracle Procurement, Oracle Supplier Portal, Oracle Financials, Oracle HCM or equivalent enterprise systems; CMMS/work-management tool experience is strongly preferred.

• Working knowledge of three-way matches, service-entry/receipt concepts, supplier master data, invoice controls, and audit evidence requirements.

• Experience with KPI reporting, root-cause analysis, service-level management, or process improvement in a multi-site environment.

• Bachelor's degree in business, supply chain, finance, operations, facilities management, or a related discipline, or equivalent relevant experience.

Success Measures

• PR and PO requests are complete, accurately coded, and progressed within established service levels, with fewer avoidable rejections and rework cycles.

• Invoice exceptions and payment holds are visible, owned, resolved promptly, and analyzed for recurrence.

• Supplier onboarding is controlled, traceable, and completed in time to support planned operational demand without bypassing required controls.

• Vendor operational records are accurate, audit-ready, and useful for category managers, Finance, Procurement, and data center site teams.

• The centralized queue provides predictable, transparent service across campuses while preserving appropriate financial, procurement, and security controls.

Standard Disclaimer

This job description is intended to describe the general nature and level of work performed by employees in this role. It is not an exhaustive list of all responsibilities, duties, and skills required. Responsibilities and requirements may be modified as business needs evolve, including site maturity, operating-model changes, and organizational priorities.

Oracle is an equal employment opportunity employer. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or any other characteristic protected by law.