[Hiring] Vendor Management Intern @K Systems Solutions

Role Description

The Vendor Management Intern supports the organization’s vendor and strategic partnership function through research, data maintenance, project coordination, documentation, reporting, and process improvement. The internship is designed to build practical skills while helping the department maintain accurate records, consistent follow-up, and visibility into vendor programs, certifications, renewals, commitments, and operational milestones.

Main Duties

• Explain the vendor lifecycle from initial intake and due diligence through onboarding, active management, renewal, and offboarding.
• Distinguish strategic vendor ownership from administrative coordination and recognize when an issue requires escalation.
• Use approved business systems to organize vendor records, tasks, documents, contacts, dates, and status information.
• Apply data-quality standards to identify missing fields, duplicates, inconsistent formats, and outdated information.
• Create clear meeting notes, action logs, SOPs, process maps, data dictionaries, and maintenance instructions.
• Plan and complete a contained project using a charter, milestones, acceptance criteria, stakeholder feedback, and a final handoff.
• Communicate professionally with internal stakeholders and, when authorized, external vendor contacts.
• Connect vendor programs, certifications, incentives, enablement, and partnership activities to broader business outcomes.

Key Responsibilities

• Assist with vendor onboarding and offboarding coordination, including intake information, documentation checklists, status updates, and approved follow-up.
• Maintain vendor contacts, categories, owners, portal details, certification records, renewal dates, meeting notes, and action items in approved systems.
• Update project plans, task boards, trackers, dashboards, calendars, and recurring reports.
• Support vendor program and requirement research, partner-directory submissions, event registration, and training or certification tracking.
• Organize approved agreements and program documents in established storage locations; flag missing or outdated materials.
• Prepare meeting agendas, capture decisions and commitments, and follow up on routine actions after direction is established.
• Build or improve one vendor tracker, dashboard, SOP, process map, document index, or reporting package.
• Complete a 90-day capstone project and present findings, limitations, maintenance needs, and recommendations.

Systems & Tools Intern Would Learn

• Microsoft Teams & Outlook
• SharePoint / OneDrive
• Microsoft Excel
• Asana
• Dynamics 365 Business Central
• KSS Vendor Management System
• Vendor / Distributor Portals
• Approved AI tools

What You Bring

• Currently pursuing or recently completed coursework in business, supply chain, operations, information systems, finance, marketing, public administration, or a related field.
• Strong organization, attention to detail, written communication, and follow-through.
• Comfort working with spreadsheets, documents, shared files, and new software systems.
• Ability to manage deadlines, ask questions, accept feedback, and protect confidential information.
• Interest in technology partnerships, vendor operations, project coordination, data, or process improvement.

Internship Deliverable

• Days 1-30: Learn & Organize: Learn the company mission, vision values. Meet your cross-functional team. Complete onboarding; begin mapping the vendor lifecycle; verify system access; begin creating a vendor data dictionary or document index; propose capstone options to manager.
• Days 31-60: Apply & Build: Maintain an assigned tracker; complete a data-quality review; submit an approved project charter; build the first capstone version; incorporate stakeholder feedback.
• Days 61-90: Own & Deliver: Test and finalize the capstone; complete documentation and handoff; present findings; submit improvement recommendations and a personal development plan.
• Upon successful completion of the 90-day internship, intern may be considered for a coordinator position or an extension of the internship, based on performance and manager recommendation.

Work Environment & Schedule

• Candidates are preferred to be local to the New York City area or Northern New Jersey. Open to any Remote U.S. location.

Compensation & Benefits

• Competitive full-time compensation range of $17-22 Hourly DOE. Ultimately, in determining pay, we’ll consider location, experience, and other job-related factors.
• 401(k) company match up to 4%
• Flex Time (Unlimited) Paid Time Off (PTO)
• Healthcare QSEHRA Reimbursement for eligible full-time employees, including:
  • Medical
  • Dental
  • Vision
• Paid corporate travel where required for business or client needs
• Opportunities for professional development and growth
• Complete trainings provided