Supplier Operations Associate

Building a Brand starts with a Story

FIRST is a leading global brand experience agency providing Content, Creative, Digital Technology, Management & Delivery, and Data & Insights services. For 30 years, we have utilized three flexible delivery models: Embedded teams, Corporate Campus operations, and a Full-Service Agency. Managing over 37,000 events & projects annually across 110 countries, FIRST serves 130+ brands, specializing in Fortune 500 companies within the Financial Services, Technology, Healthcare, Media, and Professional Services sectors. FIRST is part of the broader Encore family of companies. Encore is a global leader in event production and technology. Consistently recognized for excellence, recent honors include 2026 Chief Marketer Agency of the Year, the Ad Net Zero Award for sustainability, and more.

Location: Hybrid 2-3 days in First NY office (subject to change at any time to 5 days.)

Learn more at www.firstagency.com

What You Would Get To Do

The Supplier Operations Associate is responsible for managing the end-to-end supplier onboarding process while supporting procurement operations across the business. This role partners with internal stakeholders including Legal, Risk & Compliance, Finance, Operations and business teams to ensure suppliers are onboarded efficiently, compliantly and in accordance with company policies.The Supplier Operations Associate serves as the primary point of contact for supplier onboarding, coordinating vendor due diligence, contracting, approvals, system setup and supplier communications. The role also supports procurement initiatives through reporting, process improvements, supplier data management and procurement administration to deliver an efficient supplier experience while reducing risk and improving operational effectiveness.

Your Contributions

Accountability for contracts assigned

• Manage and review various supplier contracts with internal business partners and external third parties
• Manage agreements within defined parameters that limit FIRST risk and maximize savings opportunities
• Ensure clear communication with contract stakeholders regarding contract requirements and deadlines
• Cultivate and maintain collaborative relationships with internal stakeholders

Assess and manage risk throughout contract lifecycle

• Serve as an internal primary point of contact for business units requiring contract review and support
• Address and advise on contract related questions,
• Conduct thorough review of contract terms for compliance and accuracy within defined parameters
• Identify and flag potential risks within contract terms and escalate as appropriate

Contribute to management and improvement of processes

• Administrate the contracting inbox, ensuring timely review and appropriate delegation of work
• Accurately maintain all contract records and terms in the contract lifecycle management and other cloud-based systems
• Coordinate efficient routing of documents for appropriate and required approvals and signing
• Recommend changes that will enhance efficiency in how contract lifecycle is managed
• Support maintenance of department standard operating procedures

End-to-End Supplier Onboarding

• Administer the complete supplier onboarding lifecycle from intake through supplier activation.
• Act as the initial point of contact for suppliers throughout the onboarding process.
• Review supplier submissions for completeness and coordinate collection of required documentation.
• Monitor onboarding progress and proactively resolve delays or issues.
• Communicate onboarding requirements and status updates to internal stakeholders and suppliers.
• Maintain accurate supplier records and documentation throughout the supplier lifecycle.

Procurement Operations

• Support procurement activities across multiple business units.
• Coordinate execution of supplier agreements and routing for internal approvals and signatures.
• Assist with supplier renewals, updates and ongoing supplier maintenance.
• Support RFPs, RFIs and sourcing activities as required.
• Maintain procurement documentation, templates and standard operating procedures.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position. The employee may be asked to perform other duties and responsibilities, as necessary.

What We Are Looking For:

• Bachelor's Degree Preferred
• 3-5 years of experience
• Legal terminology knowledge within Americas, APAC and EMEA
• Proficiency in using Microsoft Office, Google software and Salesforce
• Familiarity with contract lifecycle management systems, supplier management software and Salesforce
• Past experience in event or conference planning or with agency operations
• Demonstrate and maintain high ethical standards and professionalism
• Proven ability to manage multiple contracts and responsibilities simultaneously, prioritize workload, manage expectations and maintain attention to detail
• Excellent time management skills with proven ability to meet deadlines
• Highly motivated, able to work independently and exhibit strong work ethic
• Ability to work in a global environment and adapt to differences among cultures
• Ability to cope in complex and potentially stressful situations
• Requires the ability to work and cooperate with other employees and third parties at all levels and from diverse backgrounds to exchange ideas, information and opinions to facilitate the task at hand
• Excellent oral and written communication skills

At FIRST, we believe that our success is driven by the passion, creativity, and commitment of our teams. That's why we offer a range of benefits and perks to support your personal and professional growth

• Medical, Dental & Vision, which includes the option of a high deductible health plan (HDHP) with a health savings account (HSA)
• 401 (k)
• Five Flexible Spending Accounts Options
• Generous Paid Time Off Allowance
• Employee Assistance Program (EAP)
• Life, Disability & Pet Coverages
• Wellness Stipend
• Mobile Phone Allowance
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo & more
• Aura Identity Theft Protection
• Discretionary Bonus Structure
• Global Opportunities: With a presence in 7 countries worldwide, including headquarters in London, New York, and Singapore, you may have the opportunity to work on exciting projects across different locations.

United States Residents: The base pay for this position ranges from $77,500.00 - $89,100.00. This role is also eligible for an annual discretionary bonus.

Please note that the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

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FIRST is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. FIRST is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We stand firm: FIRST will not tolerate discrimination or harassment based on any of these characteristics. If any candidate feels that they are unable to meet the requirements of the role, please get in touch to discuss adjustments or other suitable roles.