Vendor Management Associate & Office Administrative Coordinator

Our cliient is looking to fill the role of Vendor Management Associate & Office Adminstrative Coordinator.

The Office Administrative & Vendor Management Associate provides direct operational and administrative support with a primary focus on supplier onboarding, compliance and risk assessment and as a key administrative resource to the Chief Accounting Officer, who serves as the onsite Executive in the office. This role is responsible for ensuring the smooth day-to-day functioning of the office environment, facilitating communications, supporting administrative tasks, and being a strategic partner to the Vendor Management Team supporting the development, enhancement and enforcement of vendor management policy and frameworks that meet regulatory and security requirements.

• Temp to Perm
• Pay 34/hr and 70k when perm
• Tues, Weds, Thurs in office
• Mon/Fri - from home but need to be flexible to potentially go in those days if needed
• Hours are 9am - 5pm

Responsibilities:

Office Operations Support

• Support day-to-day administrative operations and office management functions to ensure a productive and well-organized work environment.
• Manage office supply inventory and coordinate the procurement of supplies and equipment to maintain adequate stock levels.
• Facilitate the onboarding of new employees, including workspace setup, access provisioning, and preparation of orientation materials.
• Coordinate with building management, vendors, and service providers on all facility related matters.
• Prepare and distribute correspondence, memos, reports, and presentation materials as directed by leadership.
• Provide dedicated administrative and clerical support to the Chief Accounting Officer.
• Process and track expense reports for the Chief Accounting Officer, ensuring accuracy and timely submission in accordance with company policy
• Serve as the primary point of contact for internal staff and external parties on behalf of the Chief Accounting Officer, managing inquiries and communications with professionalism
• Support the planning, coordination, and execution of corporate events and company-wide initiatives.
• Perform additional duties and responsibilities as assigned to support team and organizational goals.

Vendor Management - Supplier Onboarding & Lifecycle Management

• Coordinate and manage the end-to-end onboarding process for new suppliers, including initial outreach, documentation collection, and supplier setup.
• Collaborate with the Vendor Management Team to support and streamline the vendor onboarding workflow within the Process Unity Third-Party Risk Management (TPRM) platform.
• Coordinate with end-users and relationship managers throughout the vendor onboarding process to ensure all vendor services are accurately entered into the TPRM platform with appropriate supporting documentation - including proposals, agreements, Due Diligence Questionnaires (DDQs), and SOC Reports - while verifying that all required compliance and privacy documentation is submitted and reviewed.
• Facilitate the scheduling of meetings and calls among the Vendor Management Team, relationship managers, and vendors as needed.
• Monitor workflow progression and follow up with key stakeholders - including the CISO, DFS, Legal, and IT - to ensure timely reviews and approvals.
• Assist in maintaining and updating the Process Unity TPRM platform in coordination with the Vendor Management Team.
• Collaborate with the CISO and DFS Officer to continuously review, refine, and enhance the overall Vendor Management Services program.
• Serve as the primary liaison between business units and the Vendor Management Team to facilitate the onboarding of new vendors and vendor services.
• Administer vendor agreements, NDAs, and Service Level Agreements (SLAs) for signature in collaboration with Legal, Department Heads, and the Vendor Management Team.

Required Qualifications:

• Bachelor's degree in Business Administration, Risk Management, or a related field required.
• Minimum 2-3 years of experience in office and vendor management, procurement, third party risk, or a related discipline.
• Strong understanding of third-party risk management frameworks and information security principles.
• Requires 3-5 days per…