Role-Based Programme
RB1734

AI-Powered Administrative Vendor Coordination

Smarter Vendor Management, Service Tracking & Operational Control

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Duration
16 Hours
Level
Intermediate
Delivery
Instructor-Led
Format
Capability Training

Programme Objectives

  • Apply AI across administrative vendor coordination activities including vendor onboarding, communication, service tracking, documentation, issue management, and performance review.
  • Use AI-assisted methods to improve vendor comparison, quotation analysis, SLA monitoring, follow-up, and management reporting.
  • Develop structured workflows for vendor requests, approvals, service delivery, escalation, invoice coordination, and periodic review.
  • Analyse vendor information and service-performance data to identify delays, recurring issues, cost variations, and improvement opportunities.
  • Apply responsible AI practices covering commercial confidentiality, vendor data, contracts, approvals, accuracy, and human oversight.

Tools covered

Generative AI AssistantsAI-Powered ResearchDocument IntelligenceSpreadsheet AnalysisVendor ComparisonMeeting IntelligenceCommunication AssistanceWorkflow Automation

Who should attend

  • Administration Executives
  • Administration Managers
  • Vendor Coordinators
  • Vendor Management Executives
  • Facilities Coordinators
  • Office Administration Professionals
  • Corporate Services Executives
  • Procurement Support Professionals
  • Workplace Operations Professionals
  • Service Coordination Executives
  • Facility Administration Professionals
  • Commercial Administration Executives
  • Vendor Relationship Professionals
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Working knowledge of administrative or vendor-coordination activities
  • Familiarity with quotations, vendors, service requests, invoices, or contracts is helpful
  • Basic spreadsheet and office-productivity skills
  • Basic awareness of Generative AI is helpful
  • No programming knowledge required

TOC Modules

Concepts
  • Understanding Generative AI and its applications in vendor coordination
  • Identifying AI opportunities across sourcing support, communication, documentation, tracking, and reporting
  • Understanding AI assistance versus administrative, procurement, and management accountability
  • Recognising repetitive and information-intensive vendor activities suitable for AI support
Practical activities
  • Mapping the vendor lifecycle to AI-assisted activities
  • Identifying manual vendor-coordination tasks that can be streamlined
  • Comparing traditional and AI-assisted vendor workflows

Scenarios

Administrative Service Requirement to Vendor Selection

Service Requirement → Vendor Brief → Quotations → AI-Assisted Comparison → Clarifications → Evaluation → Recommendation → Approval

Participants use AI to structure an administrative service requirement, organise vendor quotations, identify commercial and service differences, and prepare a vendor-selection recommendation for management review.

Vendor Service Issue to Performance Improvement

Service Failure → Evidence → Issue Summary → Vendor Escalation → Corrective Action → SLA Monitoring → Performance Review → Management Update

Participants manage a realistic vendor-service issue using AI-assisted documentation, follow-up, escalation, and performance tracking to create a structured resolution and improvement plan.

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