The Senior Vendor Coordinator serves as the central command for all third-party service providers that support a cannabis enterprise's physical infrastructure. This position is the critical link between the facility's complex operational needs and the external specialists required to maintain them. The role's primary function is to secure and manage a portfolio of high-performing vendors, from HVAC technicians versed in high-humidity cultivation environments to security firms that understand state-mandated surveillance requirements. This individual enforces operational excellence through meticulously crafted contracts and service level agreements (SLAs). They ensure that every vendor action, from routine maintenance on a fertigation system to the emergency repair of an extraction booth's ventilation, is executed with precision, compliance, and cost-efficiency. The Senior Vendor Coordinator directly protects multi-million dollar assets, including live plant inventory and specialized processing equipment, by preventing downtime and ensuring the facility remains in constant alignment with stringent state regulations.
The day begins by reviewing the Computerized Maintenance Management System (CMMS) for overnight alerts and scheduled work orders. An automated alert from the Building Management System (BMS) indicates a humidity spike of 15% above the acceptable threshold in Flower Room 4, a critical environment for a high-value strain nearing harvest. The Coordinator immediately accesses the SLA for the facility's specialized HVAC vendor. A call is placed to their dedicated account manager, referencing the contract's two-hour emergency response clause. The Coordinator logs the incident, initiates the response protocol, and communicates the action plan to the Head of Cultivation to prevent any potential crop damage from mold or mildew.
Mid-morning is dedicated to sourcing a new vendor for cannabis waste disposal, a highly regulated service. The Coordinator evaluates proposals from three state-licensed disposal companies. The analysis goes beyond price. It involves verifying their state permits, reviewing their chain-of-custody documentation procedures, and confirming their liability insurance covers potential regulatory fines for improper disposal. A deep-dive reference check is conducted with a peer facility to validate the leading candidate's reliability and understanding of manifest tracking required by the state cannabis control board.
After lunch, the Coordinator shifts to active contract management. A quarterly business review is held with the provider of the facility's access control and video surveillance systems. Using performance data from the security platform, the Coordinator points to a consistent 3% lag in the system's motion-activated camera recordings in the vault area, a violation of the SLA's real-time recording requirement. A formal Corrective Action Plan is initiated, requiring the vendor to submit a root cause analysis and a remediation plan within 48 hours to ensure the facility remains fully compliant with state security mandates.
The afternoon concludes with financial and administrative duties. The Coordinator reviews and approves a batch of invoices, carefully cross-referencing the line items against the agreed-upon contract rates and completed work orders in the CMMS. One invoice from an electrical contractor for an emergency call-out is flagged for having a labor rate 20% higher than the master service agreement specifies. An inquiry is sent to the vendor for correction before payment is processed. Finally, the Coordinator updates the central vendor repository, uploading the new waste disposal vendor's Certificate of Insurance and state license, ensuring all compliance documentation is current and ready for a potential unannounced regulatory inspection.
The Senior Vendor Coordinator's duties are structured across three key domains of accountability:
The Senior Vendor Coordinator's performance directly influences the company's financial health, operational stability, and ability to grow through these key channels:
| Impact Area | Strategic Influence |
|---|---|
| Cash | Preserves working capital by negotiating favorable payment terms and eliminating budget overruns through rigorous invoice reconciliation and contract enforcement. |
| Profits | Directly protects revenue by ensuring near-100% uptime of essential cultivation systems (HVAC, lighting, fertigation), preventing catastrophic crop loss and production delays. |
| Assets | Maximizes the lifecycle and performance of high-value capital equipment through the implementation and management of comprehensive, expert-led preventative maintenance programs. |
| Growth | Creates a scalable, pre-vetted network of compliant and high-performing vendors that can be rapidly deployed to new facilities, significantly accelerating expansion timelines. |
| People | Improves workforce productivity and morale by providing a safe, reliable, and fully functional physical environment, minimizing frustrations caused by equipment failures. |
| Products | Safeguards product integrity by ensuring that all third-party services, such as Integrated Pest Management (IPM) and sanitation, use only state-approved agents and methods to prevent contamination. |
| Legal Exposure | Minimizes corporate liability by ensuring every vendor operating on-site is properly licensed, insured, and contractually bound to comply with all safety and regulatory standards. |
| Compliance | Functions as a critical compliance gatekeeper, ensuring that the actions of all third-party vendors adhere to the complex web of state and local cannabis regulations. |
| Regulatory | Maintains a complete and defensible record of all vendor activities and qualifications, ensuring the facility is prepared for unannounced inspections from cannabis control boards or other agencies. |
Reports To: This role typically reports to the Director of Facilities or the Director of Operations, reflecting its central position in maintaining the physical plant.
Similar Roles: Professionals with titles such as Procurement Manager, Strategic Sourcing Specialist, or Facilities Operations Manager possess highly relevant skill sets. These roles all involve managing third-party relationships, negotiating contracts, and overseeing service delivery. For broader market comparison, consider titles like Contract Administrator or Supply Chain Coordinator. The key differentiator in the cannabis sector is the immense layer of regulatory compliance and the mission-critical nature of specialized facility systems, where a single vendor failure can result in the loss of an entire product cycle. This role requires a unique blend of commercial, technical, and compliance acumen.
Works Closely With: This individual is a hub of collaboration, working daily with the Head of Cultivation, Extraction Manager, Head of Security, and the Finance Department. Success depends on the ability to balance the operational needs of these departments with the contractual obligations and scheduling realities of external vendors.
Mastery of specific platforms is essential for managing the complexity of this role:
Professionals from industries with mission-critical facilities and high regulatory burdens are exceptionally well-suited for this role:
Success in this role is defined by a specific set of professional attributes:
The operational framework for this role is shaped by these key organizations:
| Acronym/Term | Definition |
|---|---|
| BMS | Building Management System. A centralized system that controls and monitors a facility's mechanical and electrical equipment, such as HVAC and lighting. |
| CMMS | Computerized Maintenance Management System. Software that centralizes maintenance information and facilitates the processes of maintenance operations. |
| COI | Certificate of Insurance. A document that provides evidence of insurance coverage and is a critical component of vendor compliance. |
| GMP | Good Manufacturing Practices. A system for ensuring that products are consistently produced and controlled according to quality standards. |
| HVAC | Heating, Ventilation, and Air Conditioning. The systems used to control the environmental conditions within a facility, critical for cultivation. |
| IPM | Integrated Pest Management. An environmentally sensitive approach to pest management that relies on a combination of common-sense practices. |
| KPI | Key Performance Indicator. A quantifiable measure used to evaluate the success of a vendor in meeting contract objectives. |
| MSA | Master Service Agreement. A foundational contract that establishes the general terms and conditions governing all future work with a vendor. |
| RFP | Request for Proposal. A formal document that solicits proposals from potential vendors for a specific product or service. |
| SLA | Service Level Agreement. A part of a contract that formally defines the level of service a client expects from a supplier, including metrics and remedies. |
| SOW | Statement of Work. A detailed document that defines the specific activities, deliverables, and timeline for a project or service under an MSA. |
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