Vendor Coordinator

Job Title: Vendor Coordinator

Department: Vendor Management

Location: India (Remote/Hybrid/On-site)

Reports To: Senior Vendor Coordinator / Vendor Manager

Position Summary:

We are looking for a proactive, detail-oriented, and communicative Vendor Coordinator to support our Vendor Management Department in building and managing a strong global network of linguists and language professionals. This role is crucial for ensuring that qualified, cost-effective, and timely language resources are always available to meet project and client demands.

As an LSP offering services like translation, subtitling, dubbing, transcription, MTPE, linguistic staffing, and AI/ML data services across 250+ languages, our success depends on the consistent quality and availability of language professionals. The Vendor Coordinator will play a central role in sourcing, onboarding, and managing linguists while collaborating closely with project and account management teams.

You will be expected to maintain the ERP database, manage relationships with freelancers, track sourcing KPIs, and handle escalations or negotiation requirements with maturity and attention to detail.

Key Responsibilities:

1. Resource Sourcing & Linguist Pool Expansion

Identify suitable language experts (translators, subtitlers, voice artists, annotators, etc.) using multiple sourcing channels including portals, forums, referrals, events, and LinkedIn.

Build targeted outreach plans based on project needs (e.g., rare language pairs, niche domains, urgent timelines).

Ensure each sourced linguist meets basic vetting criteria: qualifications, experience, tools used, and pricing range.

2. Vendor Onboarding & Compliance

Coordinate the complete onboarding process, including document collection (NDA, CV, ID, rate card), vendor code creation, and compliance with ERP input standards.

Validate work samples or assessments in coordination with QA.

Ensure all active linguists are contractually compliant and information is regularly updated.

3. Rate Negotiation & Margin Support

Engage in rate discussions with vendors to bring pricing within approved budget bands while maintaining resource quality.

Document negotiation history and approvals properly for audit and transparency.

4. Database Management

Maintain accurate and updated linguist profiles, tags (languages, domain expertise, services), and status in the ERP.

Audit vendor records periodically and ensure data hygiene (no duplicates, outdated info, or unverified details).

5. Project Resource Coordination

Respond to resource requests from project/account managers within SLA.

Suggest suitable vendors based on cost, quality, and availability.

Track acceptance, rejections, feedback, and performance of assigned vendors.

6. Query & Escalation Handling

Act as the point of contact for vendor inquiries, clarifications, and support requests.

Manage complaints, disputes, or dissatisfaction tactfully and escalate to the senior team when needed.

7. Reporting & Process Improvement

Share weekly/monthly reports on sourcing status, pool size by service, and TATs.

Suggest improvements in sourcing processes, documentation templates, and tools based on your learning and vendor feedback.

Ideal Candidate Profile:

Education:

Bachelor’s degree in English, Linguistics, Business Administration, Mass Communication, HR, or related disciplines.

Professional Experience:

1–2 years of experience in vendor coordination, recruitment, project coordination, or HR (preferably in localization, IT, or BPO sectors).

Skills:

Excellent verbal and written communication skills in English

Familiarity with freelance contracts, cost analysis, and rate negotiation

Good knowledge of Google Sheets/MS Excel, and database/CRM handling

Ability to multitask and stay organized in a high-volume, deadline-driven setting

Basic knowledge of CAT tools, localization workflows, or ERP systems is a plus