Vendor Management Specialist

Position Summary

The Vendor Management Specialist supports the Operations and Quality Control & Compliance Departments by ensuring that vendors meet all regulatory, contractual, and internal policy requirements. The role focuses on maintaining vendor compliance, document accuracy, and risk mitigation throughout the vendor lifecycle. This includes verifying licenses and insurance, managing vendor profiles in Salesforce, and supporting internal audits. While occasional rate negotiations may occur, the core emphasis is on operational compliance and data integrity.

Essential Functions and Responsibilities

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  Create and maintain vendor profiles in Salesforce, ensuring consistent and current data entry.

  
  

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  Conduct vendor vetting, verifying licenses, insurance, and location/service-specific requirements.

  
  

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  Ensure vendors supporting executive protection services meet confidentiality, licensing, and operational standards.

  
  

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  Track and monitor licenses, insurance, and permits to ensure ongoing vendor compliance.

  
  

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  Maintain positive vendor relationships and support rate discussions in line with compliance needs.

  
  

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  Implement and refine vendor onboarding and vetting processes across service regions.

  
  

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  Collect and update vendor pricing information; ensure data accuracy in Salesforce.

  
  

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  Monitor outstanding vetting requirements; follow up to resolve gaps or delays.

  
  

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  Communicate with internal departments to align vendor activity with operational needs.

  
  

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  Maintain organized records and documentation in accordance with regulatory requirements.

  
  

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  Support adherence to company policies, legal standards, and industry regulations.

  
  

This job description is not exhaustive and may be modified at the discretion of management.

Required Knowledge, Skills, and Abilities

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  2-4 years of experience in vendor management, procurement, or compliance

  
  

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  Proficiency in Salesforce (or similar CRM) for managing vendor data and workflows

  
  

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  Working knowledge of vendor compliance (e.g., licensing, insurance, documentation)

  
  

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  Familiarity with executive protection or security industry standards is preferred

  
  

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  Strong documentation and record-keeping skills

  
  

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  High attention to detail and accuracy

  
  

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  Effective verbal and written communication skills

  
  

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  Strong time management and multitasking ability

  
  

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  Proficiency in Microsoft Office Suite (especially Excel)

  
  

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  Ability to work independently within structured processes

  
  

Education and Experience

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  Education: Bachelor's degree in business administration, Supply Chain Management, Criminal Justice, Security Management, or a related field preferred. Equivalent work experience may be considered in lieu of a degree.

  
  

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  Experience working in industries with high compliance standards such as executive protection, security, corporate risk, or regulated environments

  
  

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  Hands-on experience using Salesforce or similar CRM/vendor management platforms

  
  

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  Familiarity with vendor licensing, insurance verification, and regulatory documentation

  
  

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  Experience collaborating with cross-functional teams including legal, compliance, and operations

  
  

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  Proficiency in more than one language is a plus, especially French, or languages relevant to international vendor bases