Vendor Relations Coordinator

Summary
The Vendor Relations Coordinator will play a key role in supporting AOI’s General Administration department by managing vendor relationships and ensuring smooth procurement and service processes. This position will be responsible for coordinating vendor onboarding, maintaining vendor records, monitoring compliance with company policies, and serving as the primary liaison between AOI and external vendors. The role includes evaluating vendor performance, resolving service or billing issues, tracking contracts and renewals, and assisting with audits and reporting.

Responsibilities

Vendor Relations

• Assist in sourcing and evaluating potential service providers.
• Support negotiation processes and coordinate contract terms.
• Manage the end-to-end contract signing workflow.
• Monitor billing status and ensure timely verification of invoices.
• Follow up on payment progress and resolve discrepancies.

Documentation & Records

• Partner with Production Control, Material Control, Purchasing, Procurement, Order Management, and other functional teams to support supply chain execution.
• Coordinate initiatives involving demand planning, production scheduling, material availability, inventory management, and order fulfillment.
• Work with Manufacturing, Engineering, Quality, Logistics, Finance, and other stakeholders to address operational constraints and improve coordination.
• Support supplier and material readiness initiatives, including purchasing requirements, lead-time management, and delivery commitments.
• Identify and coordinate corrective actions for issues affecting production schedules, inventory availability, customer orders, and on-time delivery.

Inventory & Assets Control

• Track and manage office supplies and assets.
• Monitor item inflow and outflow, ensuring accurate records.
• Coordinate with relevant departments for inventory needs and replenishment.

General Administration

• Provide day-to-day administrative assistance to the General Administration team.
• Liaise with internal departments and external vendors as needed.
• Support other ad-hoc tasks assigned by the manager.
• Plan and organize company events
• Other General Administration tasks

Qualifications

Candidates must be authorized to work in the United States. Visa sponsorship is not available for this position.

Required

• 2+ years of experience in administrative support, vendor relations, office coordination, or a related role.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational and time management skills, with the ability to manage multiple tasks and competing priorities.
• Excellent written and verbal communication skills, with a strong customer service orientation.
• Ability to work independently and collaborate effectively with internal departments and external vendors.
• Strong problem-solving skills and the ability to address unexpected issues in a timely and professional manner.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Strong attention to detail, accuracy, and follow-through in administrative tasks and recordkeeping.

Preferred

• Bachelor's degree in Business Administration or a related field.
• Experience coordinating vendor relationships, service agreements, contracts, or procurement activities.
• Experience with vendor onboarding, invoice verification, billing inquiries, or payment tracking.
• Familiarity with document management, inventory tracking, or asset management systems.
• Experience supporting general office administration, facilities coordination, or company events.

Location & Work Environment

This position is full-time onsite and based in Sugar Land, Texas. This role is primarily a normal office position exposure to manufacturing, office, and warehouse areas.

Travel to other AOI plants or facilities in the Greater Houston area may be required based on business needs.

Expected business hours are generally Monday through Friday during standard business hours of 9am – 6pm CT.

Why AOI?
In addition to competitive salary, AOI offers:

• Flexible and competitive health (medical, dental, vision) plans offer the employee with the right options to meet individual and family needs
• Employer matching on 401(k) deferrals
• Generous PTO policy, with unused PTO payout at end of the year
• Relocation packages available within the United States.

Applied Optoelectronics, Inc (AOI) is committed to providing equal opportunity in all of our employment practices, including hiring, placement, promotion, training, transfer and compensation, to all qualified applicants and employees without regard to race, color, national origin, citizenship, religion, sex, veteran status, age, disability, marital status, or any other category protected by State or U.S. Federal law. Moreover, we endeavor to treat our employees fairly.

We do not accept unsolicited proposals from third-party recruiters or agencies. Contacting hiring managers directly may result in disqualification of submissions.