Vendor Administration Specialist

Job Description

Department - Global Procurement Location - Hybrid role (3 days a week in office required) Reports To - Head of Procurement Operations Detailed Description Of Main Job Responsibilities Job Summary: The Vendor Administration Specialist will be responsible for the vendor onboarding process within the Procurement organization. This role involves ensuring all new vendors meet compliance requirements, including sanction screening, and are properly integrated into the organization's systems using tools such as Oracle and Coupa. The administrator will also maintain accurate vendor records and support ongoing vendor management activities. Key Responsibilities: Vendor Onboarding : Facilitate the onboarding process for new vendors, ensuring all necessary documentation and compliance requirements are met. Administration of all Vendor Data for the Americas. Conduct sanction screenings, vendor background checks and business review as part of any vendor pre-selection process to ensure vendors comply with regulatory standards. Vendor voice and outreach and data confirmation. Vendor risk management participation. System Integration: Utilize Oracle and Coupa to manage vendor information and ensure seamless integration into the organization's procurement systems. Provide training and support to vendors and business stakeholders on using these systems as needed. Compliance and Documentation: Ensure all vendor documentation is complete, accurate, and up to date. Monitor and enforce compliance with company policies and industry regulations. Understand and ensure compliance and risk related regulations are adhered to in vendor data operations. Understand controlled environments and workflows. Relationship Management: Serve as the primary point of contact for vendors and business stakeholders during the onboarding process, addressing inquiries and resolving issues promptly. Foster strong relationships with vendors and business stakeholders to ensure smooth onboarding and ongoing collaboration. Work directly with and provide Accounts Payable and Finance teams support regarding vendor data and data availability in the required systems. Reporting and Analysis: Prepare regular reports on vendor onboarding status, compliance, and other relevant metrics. Provide analysis of Cantor and affiliates sector and commodity spend, and current and potential vendors. Provide regular management updates on activities, competition / market intelligence, and pipeline of go-forward projects for review. Hybrid role (3 days a week in office required) Experience: Minimum of 2-4 years of experience in vendor management, procurement, or supply chain management. Experience with vendor onboarding and compliance processes. Skills: Knowledge of industry regulations and compliance standards compliance in vendor data operations. Knowledge of controlled environments and workflows. Strong attention to detail and organizational skills. Strong data entry skills. Excellent communication and interpersonal abilities. Proficiency in Oracle, Coupa, Microsoft Office Suite and/or other financial and procurement systems. Ability to work independently and collaboratively in a team environment. Excellent customer & vendor relationship skills. Strong English communication skills (written and spoken) with ability to explain issues and remedies.