Vendor Management Specialist

Vendor Management Specialist

Job Description

Vendor Management Specialist (Onboarding & Offboarding Focus)

Job Summary
The Vendor Management Specialist is responsible for overseeing the end-to-end lifecycle of third-party vendors, with a primary focus on onboarding new vendors and offboarding existing vendors. This role ensures that all vendors meet organizational, legal, compliance, and operational requirements, while maintaining accurate records and minimizing risk throughout the vendor lifecycle.

Key Responsibilities

Vendor Onboarding
Coordinate and manage the onboarding process for new vendors from initiation to activation
Collect and verify required documentation (contracts, compliance forms, tax information, insurance certificates, etc.)
Conduct due diligence, including risk assessments, background checks, and regulatory compliance reviews
Collaborate with legal, procurement, finance, and IT teams to ensure all onboarding requirements are met
Set up vendor profiles in internal systems and ensure data accuracy
Communicate onboarding status and requirements clearly to vendors and internal stakeholders
Ensure adherence to company policies, regulatory requirements, and industry standards

Vendor Offboarding
Manage the structured offboarding process for vendors, including contract termination and closure activities
Ensure all contractual obligations are fulfilled or properly terminated
Coordinate with internal teams to revoke system access, retrieve company assets, and close accounts
Verify final payments, resolve outstanding invoices, and ensure financial reconciliation
Maintain proper documentation and audit trails for all offboarding activities
Identify and mitigate risks associated with vendor termination

Vendor Lifecycle Management
Maintain an up-to-date vendor database and documentation repository
Track vendor performance, compliance status, and contract timelines
Support audits and provide reporting related to vendor onboarding/offboarding activities
Continuously improve onboarding and offboarding processes for efficiency and compliance

Qualifications
Bachelor’s degree in Business Administration, Supply Chain, Finance, or a related field (or equivalent experience)
2–5 years of experience in vendor management, procurement, or third-party risk management
Strong understanding of vendor lifecycle processes, compliance, and risk management
Experience with vendor management systems or ERP platforms (e.g., SAP, Oracle, Coupa)
Excellent organizational skills and attention to detail
Strong communication and stakeholder management skills

Preferred Skills
Knowledge of regulatory requirements (e.g., data privacy, financial compliance)
Experience with contract management and legal documentation
Ability to manage multiple vendors and deadlines simultaneously
Process improvement mindset and problem-solving skills

Key Competencies
Attention to detail
Risk awareness
Process management
Communication and collaboration
Accountability and ownership

Work Environment
Cross-functional collaboration with procurement, legal, finance, IT, and compliance teams

Notes:
8:00 AM - 5:00 PM
100% remote

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.