IT Technology VMO_Vendor Management

Transformation and Guest Experiences of Universal Studios Japan

Welcome to the heart of technology innovation at Universal Studios Japan! Join our Digital and Technology (Park Technology) team, a growing global presence in USJ. In the Technology team, you'll join our multicultural, bilingual setting, working on cutting-edge technologies that redefine the theme park experience. Your role is pivotal, setting the standard for new parks worldwide and making a lasting impact on the park business.

At Universal Studios Japan, your work directly contributes to enhancing the overall guest experience, ensuring that each visitor's journey is not only enjoyable but also seamless and efficient. Your innovations will make guests' lives easier, particularly as the park welcomes more visitors, by creating technological solutions that streamline their interactions, reduce wait times, and offer a more convenient and memorable visit. Join us in shaping a visitor-centric environment where every guest can effortlessly immerse themselves in the magic of Universal Studios Japan.

In addition to shaping the guest experience, your role in Technology extends to serving our internal customers the dedicated team that makes the magic happen behind the scenes. You'll be instrumental in crafting tailored technology solutions to enhance the efficiency and effectiveness of USJ Crew Members, contributing to a seamless and enjoyable work environment. As a key player in our technological landscape, you'll be pivotal in ensuring that our internal systems and processes align with the highest standards, empowering our team to deliver unforgettable moments to our guests. Join us in creating a holistic, technologically advanced environment where both external and internal customers thrive, setting new benchmarks in the realm of entertainment innovation.

Now is an exciting time to join Universal Studios Japan. Be at the forefront of shaping the new guest and Crew Member experience this is the opportune moment to be on the ground, contributing to the very foundation of a transformative era in our parks.

JOB SUMMARY

IT Technology-PMO - Vendor Management will support the Manager in driving strategic relationships with vendors, overseeing vendor management processes with key stakeholders, and developing a strategic vendor landscape across relevant areas together with Sourcing teams. This role involves collaborating with Sourcing, Legal, Finance, and Internal PMs to create and govern processes to fully support Vendor Management. This role involves managing multiple vendor assignments concurrently, prioritizing the needs of our program and business leadership. The Assistant Manager will escalate challenges that may have increased business risks at the right time and influence others through their professional experience. Primary importance is placed on driving strategic win-win relationships with vendors, by taking input from Build and Sustain teams, and owning the holistic governance process.  
 
This includes assisting our company to make sound purchase decisions, gathering input on vendors to ensure compliance with company requests, maintaining both existing and new relationships. The role will assist in driving efficiencies with all vendor engagement under the direction of the PMO and Sourcing leaders for activities includes RFI, RFP, contracts (New Vendor Onboarding, MSA, SOW, etc.), and legal processes gaining an understanding of the body of work, resources required, terms and timing of payments to ensure a timely and smooth experience. This person will collaborate closely with Build & Sustain teams in gathering vendor performance for on-time delivery of work and payment to drive current and future strategic vendor relationships. This role will assist managers and contract owners with both the administrative as well as strategic activities surrounding vendor management and ensuring resources are performing as expected. They will use their in-depth experience to support management and senior leadership teams. This role will participate in the continuous improvement activities within resource management.  
 
Additionally, the Assistant Manager will be responsible for collaboration/reporting to the HQ(in US) side, ensuring alignment with global vendor management strategies, local vendor management and compliance with corporate standards.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

MAJOR RESPONSIBILITIES

● Development and Maintenance of Vendor Management Processes: 30%

・Collaborate with the Sourcing and Legal teams to support the development and maintenance of vendor management processes, policies, and standards.  

・Work with internal stakeholders to create and propose standard templates for IT-related RFPs and RFIs.  

・Collaborate with the Sourcing team and PM to evaluate the validity of each line in vendor quotations.

● Tracking and Influencing Vendor Performance: 30%

・Gather input from Build and Sustain teams to track vendor performance, ensuring alignment with organizational goals and objectives.  

・Develop and maintain baseline measurement vendor scorecards and performance metrics.

・Conduct data analysis and organize information, including vendor dependency ratios for each systems and projects.  

・Drive a strategy toward relationship meetings (QBR) with key vendors and internal stakeholders.

● Vendor Negotiation Support: 20%

・Collaborating with Sourcing team  

・Conduct actual negotiations with Sourcing to vendors as needed.  

・With Based on a deep understanding of the IT field, including business requirements.  

・For making each cost more clean, understandable, and efficient.  

● Management of POs and Invoices: 10%

・Maintain and track POs and vendor invoices to ensure timely payments and compliance with contract terms.  

・Coordinate with the US headquarters' VMO team regarding PO status and other related matters, including regular reports  

● Reporting and Improvement Proposals: 10%

・Provide regular reports to supervisors and continuously propose improvements and suggestions for the VMO.  

・Ensure there is fully transparent and timely reporting pertaining to status on RFI, RFP, Contracts, purchase orders, invoices and resource management utilizing systems of record (e.g. SAP, SNAP, Teams, Jira, Confluence, Smartsheet).   

QUALIFICATIONS  

・3-5 years of experience in vendor management, negotiation, procurement, or a related role.

・Strong organizational and communication skills.

・Ability to work collaboratively with cross-functional teams.

・Proficiency in using vendor management and project management tools.

・Broad knowledge of IT and an understanding of general market pricing.

・Familiarity with the concept of Time & Material and the ability to calculate based on vendor quotations.

PREFFERED SKILLS

・Experience with IT-PMO processes and tools.

・Knowledge of contract management and procurement processes.

・Strong analytical and problem-solving skills.

・Excellent communication skills, enabling effective negotiations with vendors on an equal footing.

・Experience in managing multiple vendor assignments concurrently.

Familiarity with strategic leadership in vendor management.

・Proven track record of successful vendor relationship management.

・Ability to prioritize the needs of the program and business leadership.

Work Location

Osaka, Japan

LIFE at Universal Studios Japan

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