Vendor Onboarding and Risk Specialist

This is a fully remote position, open to applicants in Texas.

📋 Description

• Take charge of the intake, coordination, tracking, and closure of new vendor and vendor change requests from the initial request to approval and system activation.

• Assess the necessary due diligence based on spending, scope, site access, criticality, and commercial or safety risks.

• Distribute and gather vendor onboarding packages, which include registration forms, banking and tax information, insurance certificates, safety documents, and compliance attestations.

• Follow up with vendors and internal stakeholders regarding outstanding items and escalate delayed or blocked onboardings to the Procurement Manager.

• Collaborate with Finance and Procurement to coordinate vendor master setup and changes after approvals and documentation are finalized.

• Oversee the issuance, tracking, negotiation support, and execution of NDAs and onboarding agreements.

• Keep the NDA register updated and ensure that executed copies are properly filed and accessible.

• Confirm that executed NDAs are in place prior to sharing any confidential information.

• Highlight non-standard terms or vendor redlines to Legal and monitor the resolution process until signature.

• Manage vendor prequalification, including the review of safety programs, incident statistics, certifications, licenses, and WorkSafeBC or equivalent clearance letters.

• Validate insurance certificates and monitor renewals.

• Coordinate HSE reviews and approvals for contractors needing site access and maintain the approved contractor list.

• Track expiring documents and prequalification status.

• Conduct sanctions, adverse media, corporate registry, and financial health screenings on new and high-risk vendors.

• Organize IT/Cybersecurity, privacy, and data-handling assessments.

• Maintain the vendor risk register with risk ratings, mitigation actions, owners, and review dates.

• Assist in the periodic reassessment of critical, high-spend, and high-risk vendors.

• Manage vendor onboarding, NDA, prequalification, insurance, and risk registers in SharePoint and ERP/procurement systems.

• Provide reporting on onboarding pipeline status, cycle times, compliance exceptions, expiring documents, and open risk actions.

• Aid in internal and external audits by collecting due diligence evidence and approval records.

• Serve as the primary contact for internal requestors and vendors regarding onboarding requirements, timelines, and statuses.

• Develop and refine onboarding forms, checklists, templates, vendor guides, and process documentation.

• Identify opportunities to simplify, standardize, and automate onboarding and compliance workflows.

• Support vendor performance reviews and the offboarding of inactive or non-compliant vendors.

⛳️ Requirements

• 3–5 years of experience in vendor onboarding, supplier compliance, procurement, contract administration, risk, or audit support.

• Proven experience coordinating due diligence, prequalification, or approval workflows that involve multiple internal stakeholders and external parties.

• Familiarity with NDAs, certificates of insurance, and contractor safety prequalification requirements.

• Exceptional organizational skills with a demonstrated ability to manage registers, deadlines, renewals, and a high volume of open requests.

• Keen attention to detail and comfort in reviewing legal, financial, and compliance documentation.

• Proficient in Microsoft Excel, SharePoint, Teams, and standard business systems.

• Strong communication skills, including the ability to follow up professionally with vendors and escalate issues when necessary.

• Ability to maintain confidentiality and handle sensitive commercial, legal, and supplier information appropriately.

• Preferred: experience in construction, engineering, energy, utilities, mining, data centers, or industrial operating environments.

• Preferred: familiarity with third-party risk management frameworks, sanctions screening tools, or supplier compliance platforms (e.g., ISNetworld, Avetta, ComplyWorks).

• Preferred: understanding of contractor safety management requirements, including WorkSafeBC or equivalent provincial regulations.

• Preferred: working knowledge of ERP or procure-to-pay systems (SAP, NetSuite, Dynamics 365, Coupa, or similar).

• Post-secondary education in business, supply chain, law, or risk management, or progress toward a relevant designation, is a plus.

🏝️ Benefits

• Total compensation package may include an annual incentive bonus and equity (long-term incentive).

• Relocation assistance (as applicable and based on the successful candidate's circumstances).

• Medical, dental, and vision insurance coverage – 100% company-paid for employees and dependents.

• Company-paid life and disability insurance.

• Voluntary life and critical illness coverage available.

• Employee Assistance Program and virtual health care platform.

• RRSP with company match.

• Voluntary TFSA.

• 3 weeks of vacation and paid holidays annually.

• Flexible work arrangements (remote/hybrid) – available for certain roles.

• Opportunities for advancement and internal mobility.

• Training and personal development opportunities.

• Company events and team-building activities.