Vendor Administrator Job Description
Vendor administrator
provides assistance to other contract administration personnel in dealing with vendor and contractor issues and disputes of all types, including escalation where necessary.
Vendor Administrator Duties & Responsibilities
To write an effective vendor administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included vendor administrator job description templates that you can modify and use.
Sample responsibilities for this position include:
Support the roll out of an enterprise wide Vendor Risk Management system including execution of implementation plan, training, facilitating user adoption
Set up and conduct Live Meetings or class room meetings with process participants to provide training, facilitate data collection and review other communication materials
Participates in Train the Trainer sessions
Organizes and facilitates training for Requestors, Approvers and BURMS upon implementation
Plan and execute communication plan to enable user adoption of the tools
Create mass customized emails and set up and track communications for the system implementation and ongoing releases
Supports the day to day activities for the Vendor Management Program
Serves as the daily point of contact with end users and Vendors
Provide assistance to end users in answering Risk Assessment Questionnaire inquiries
Write and update procedure manuals and training documents
Vendor Administrator Qualifications
Qualifications for a job description may include education, certification, and experience.
Education for Vendor Administrator
Typically a job would require a certain level of education.
Employers hiring for the vendor administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business, Business/Administration, Finance, Accounting, Associates, Education, Graduate, Administration, Technical, Management
Skills for Vendor Administrator
Desired skills for vendor administrator include:
Financial concepts
Standard vendor administration
Collective investment scheme administration and the regulatory environment is preferable
Purchasing
1099/1096 reporting requirements and all related processes
Best-in-practice industry approaches to contracts and contractor resource management
CMMS software
Contractor management
Corporate policies and practices
Experience in Pipeline Operations is an asset
Desired experience for vendor administrator includes:
Acts as the system administrator for the Vendor Management System including setting up login ids, setting alerts to maintain the stability of the environment and application, monitoring error logs, and automating administration tasks wherever possible, supporting future upgrades
Responsible for manages the Master Vendor List, which include ongoing consolidating and gathering information from various sources and maintaining in excel and resolving issues independently
Completes analysis and reporting on the Master Vendor list including aggregate profiles, trending, summary and exception reports
Assists with preparation and facilitation of presentations and working sessions on Vendor Risk Management
Performs support for future software upgrades
Works closely with the vendor and internal stakeholders on requirements gathering, User Acceptance Testing (UAT) facilitating training and serves as central point of contact and as a liaison to the internal end-users and the vendor regarding installation and issues
Vendor Administrator Examples
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Vendor Administrator Job Description
Job Description Example
Our innovative and growing company is hiring for a vendor administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for vendor administrator
- Get an insight, learn and gain wide experience in the financial field (accounting, billing )
- Work in a dynamic, multinational team with great atmosphere
- Assist in information gathering for audit and measurement reporting purposes
- Act as focal point for coordination of Vendor, Contracts & Contractor Resource Management throughout the Region
- Maintains master contract files and records
- Administer the Vendor Master Inbox, quickly processing requests, resolving issues and responding to colleague inquires
- Maintain vendor assessments and performance reviews in the database as per the standard process
- Run reports and metrics as defined by Vendor Management team leads
- Assist in the administration of various projects as defined by Vendor Management team leads, including auditing invoices to reassign commodity codes and enforcing compliance to the Approved Supplier Program when it is defined
- Address gaps in vendor records, including but not limited to phone numbers, email, banking and information
Qualifications for vendor administrator
- Address gaps in vendor backup information, including US required government W8 and W9 forms
- Identify contractual gaps for critical vendors, escalating to the Supply Management team as per the standard process
- Learn to add and change vendor records in SAP as per the standard process
- Works alongside Supply Chain colleagues to assist with developing statements of work (SOWs) and understand any current requests for information (RFIs), requests for quotations (RFQs) and requests for proposal (RFPs) that are in the pipeline
- Establishes contract management objectives, procedures, templates and workflow processes for vendor contracts and deliverable schedules
- Partners with Legal and Supply Chain representatives to develop and insert appropriate legal protections in contracts, as warranted
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Vendor Administrator Job Description
Job Description Example
Our company is searching for experienced candidates for the position of vendor administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for vendor administrator
- Works with vendors and key stakeholders to establish clear contract change control processes
- Data entry – entering of legal name, payable name, address, into the payment system in order to setup vendor IDs for use
- Ability to work in a fast paced and continually changing environment
- Understand and utilize enterprise needs and historical trends to assist the team in divisional forecasting and problem solving
- Create and maintain accurate audit files in Microsoft Excel which include original contracts, changes/deviations, amendments, clarifications, and customer information
- Identify pricing issues and work with appropriate teams for resolution
- Ensure all new and renewed vendor pricing is updated, tracked, and passed onto the appropriate teams in an accurate and timely manner
- Analyze vendor data to identify opportunities to improve our custom pricing contracts
- Track vendor authorizations and correspondence related to special pricing contracts
- Work with vendors to resolve any reconciling items
Qualifications for vendor administrator
- Prior experience managing large complex contracts in IT categories, including hardware, software, service and communication required
- Experience working with all key departments (security, compliance, finance, tax, AP, legal and procurement), and knowledge of procurement and vendor management practices and certifications (CIPS, ITIL and COBIT) preferred
- Escalates issues as appropriate, including performing vendor disputes for incorrect invoicing, ensuring timely shipping
- Familiarity with aviation vendor invoice processing and regulatory requirements
- Normal work office environment
- Collaborate effectively with cross-functional partners including pricing, finance, and sales teams
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Vendor Administrator Job Description
Job Description Example
Our innovative and growing company is looking for a vendor administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for vendor administrator
- Review vendor documentation (inclusive of banking details) to ensure all required forms are complete and accurate
- Enter vendor details into the vendor management system
- Adhere to performance metrics to ensure internal customer needs are met in a timely manner
- Read, comprehend and interpret written materials of moderate complexity
- Maintaining the enterprise-wide Third-Party Vendor Tracker
- Coordinating with the Privacy Compliance team to assist in securing all appropriate governance to support external vendors, including requesting and trafficking "certificate of destruction" from inactive vendors post termination
- Liaising with various internal business owners, and with Legal to confirm contracts are on file and current
- Supporting our annual audit requirements which may include tracking down contracts, and other certifications from our vendor base
- Showing a commitment to continual self-improvement to learn and stay current with Privacy compliance methodologies, processes/best practices, and related technologies -- shares information gained with co-workers
- Continuing Privacy Compliance Education, Security and Technological Education via internal and external training and/or events
Qualifications for vendor administrator
- Ability to effectively prioritize tasks and work within tight deadlines
- A BA/BS in Business, Supply Chain Management or a related discipline is desired
- Must be proficient in basic office software applications (such as Word, Excel, Outlook, and Internet Explorer)
- Understands general business principles master data management concepts
- The ability to exercise good judgment in safeguarding confidential or sensitive information and adhere to high standards of confidentiality and honesty is required
- Proficiency in the CostPoint ERP platform is desired
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Vendor Administrator Job Description
Job Description Example
Our innovative and growing company is looking for a vendor administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for vendor administrator
- New vendors creation
- Experience on similar position will be an advantage, but it is not a must - ultimately, it’s your desire to learn, problem-solving, “can-do” attitude and your blend of communication and organization skills that will count
- Knowledge of SAP or other ERP system will be an asset
- Responsible for the day-to-day support for IT third party relationships, including vendor lifecycle from project screening, on-boarding, contract reviews, on-going monitoring, risk assessment, and termination
- Ensure policies, procedures and program meets all regulatory requirements
- Develop and maintain positive relationships with other business units, stakeholders, engaged third parties and regulators
- Identify control risks and gaps
- Develop and implement change management infrastructure and processes to support the IT third-party management program
- Ticket queue management – assigning resources to specific work orders / incidents
- Coordinating all RTS / RFC’s and associated approvals
Qualifications for vendor administrator
- In-depth knowledge of MS Office tools
- A team player who is willing and ready to help this developing team as needed
- Demonstrated flexibility under a prioritization change condition
- Strong quantitative, analytical, problem solving, organizational, communication and interpersonal skills required
- Knowledge and/or experience with banking services and know how to source for technology and services
- Provide leadership and category management through the vendor lifecycle process
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Vendor Administrator Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of vendor administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for vendor administrator
- Writing and managing all NW Operations procedural documentation (PPM)
- Managing our on-call schedule, xmatters updates
- Reporting from ITPortal to create Individual & Team SLAs and KPIs
- Managing our EOL Inventory – KPI’s are reported to Exec management regularly
- Enter vendor records in the system according to standard operating procedures (SOP) while seeking opportunities for process improvement
- Provide responses to vendor-related questions and inquiries
- Analyze and resolve issues with the vendor related processes and data
- Proactively analyze existing process and determine solutions to resolve issues and devise changes to improve the process and increase efficiencies
- Participate in working groups and related sessions to redesign and implement long-term processes
- Maintain functional documentation by validating and updating related User Guides, SOP, and procedural check lists
Qualifications for vendor administrator
- Coordinates with cross-functional teams such as finance, business continuity, IT, security, compliance, and legal to assess vendor viability, regulatory compliance, technology fit and risk
- Assist with vendor negotiations and improve contract and onboarding processes
- Manages appropriate level of ongoing vendor monitoring and vendor management plans, performance, compliance, and remediation
- Coordinates with internal departments for contract renewal or termination actions
- Assist with the strategic assessment of vendor portfolios and drives value for improved outcomes for the business by leveraging vendor performance reviews, SLAs, product/service enhancements, innovation and efficiencies
- Maintains accurate and detailed records for sourcing activities, vendor assessments, and vendor monitoring/management plans