Vendor Coordinator

POSITION GENERAL SUMMARY
Primary functions of the Vendor Coordinator for Expo Idaho and Western Idaho Fair will be to assist with accounts payable for the department and be the first point of contract for all vendors of the Western Idaho Fair.  

DISTINGUISHING FEATURES OF THE CLASS:
Vendor Coordinator performs varied work to include, yearly review of handbooks and processes for over 200 vendors that are contracted for the Western Idaho Fair, as well as the onsite contact for all approved vendors. Candidate will also be responsible for processing accounts payable for all purchases made by Expo Idaho.

• Serves as the primary point of contact for all vendors before, during, and after the fair;
• Manages the vendor application process, including reviewing submissions, confirming participation, and assigning booth spaces;
• Stays up to date in the industry with new booking software and investigate to see if they would align with the department’s needs;
• Coordinates vendor logistics—load-in/load-out schedules, power/water needs, signage, and compliance with health and safety regulations;
• Oversees vendor check-in and on-site support during the fair, resolving issues quickly and professionally;
• Oversees vendor contracts, payments, and insurance documentation necessary to participate;
• Reviews and updates handbooks and policy and procedures for vendors annually;
• Collaborates with marketing to highlight vendors in promotional materials and social media;
• Conducts post-event follow-up to gather feedback and strengthen vendor relationships for future fairs;
• Provides assistance with accounts payable;

• Creates Requisitions and Purchase Orders from invoices and works with Ada County Procurement Department and Auditor’s Office to ensure the process is performed correctly;
• Provides assistance obtaining proof of insurance and tracking expiration for accounts payable purposes;
• Verifies cash deposits from the Food and Beverage Department for Expo Idaho and Boise Pro Soccer events;

• Works with Food and Beverage personnel to conduct inventory audits various times a month;
• Provides assistance with fixed asset inventory.

• Bachelor’s Degree from an accredited university in Business Administration, Hospitality Management, Communications or related field or equivalent combination of education and experience;

• A minimum of 3 years’ experience working for events or festivals;
• A minimum of 3 years’ experience coordinating vendors;
• Knowledge of modern office equipment, practices and procedures;
• Knowledge of business arithmetic;
• Skill in providing superior customer service;
• Skill in cash handling;
• Skill in operation of computers and other office equipment;

• Skill in effectively communicating verbally and in writing; 
• Skill in utilizing Microsoft Office software;
• Skill in organizing and accomplishing work;

• Ability to work as part of a team to accomplish division and department goals; 
• Ability to apply knowledge of commercial and governmental accounting principles and procedures to a variety of transactions; 
• Ability to analyze accounting systems and procedures;
• Ability to maintain confidentiality;
• Ability to maintain effective working relationships;
• Must possess and maintain a valid driver’s license; 
• May travel to support association annual convention.

• Work is performed primarily in an office environment for 11 months of the year;
•  During August, must be able to work for extended hours and summer weather conditions;
• May be required to lift up to 50 lbs;
• Must be able to work evenings, weekends, and holidays when the schedule demands it.

DISCLAIMER:
To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.