vendor administrator

We are seeking a highly organized and detail-oriented Vendor Administrator to join our team. This role is essential in managing vendor-related documentation, ensuring timely payments, and maintaining accurate historical records of IT expenditures. The Vendor Management Analyst will work closely with vendors, contractors, and internal departments to ensure smooth operations and accurate financial tracking. This position is focused on administrative support and does not involve negotiating contracts or pricing terms.

What you'll be getting up to: 

Invoice and Quotation Management: 

• Handle and process all paperwork related to vendor invoices and quotations.
• Ensure that documents are correctly completed, and containing necessary approvals from management. 
• Forward approved paperwork to finance and audit departments for timely payment processing. 
• Safeguard sensitive financial information by maintaining confidentiality throughout the process.
• Ensure prompt and accurate payments to vendors and contractors. 
• Notify vendors and contractors with payment confirmation after transactions are completed.

Maintaining Documentation and Historical Records:

• Archive and maintain detailed records of IT-related expenditures, payment summaries, and transaction history.
• Track and update financial activities to ensure easy access for audits or future reference.

Vendor and Contractor Coordination:

• Act as the point of contact for vendors and contractors regarding payment confirmations and any documentation issues.
• Collaborate with vendors and contractors to resolve discrepancies, clarify documentation, and ensure proper paperwork for processing.

Exclusions from Contract Negotiations:

• The role is not involved in contract negotiations, pricing discussions, or any contractual agreements.
• Responsibilities are limited to managing documentation, coordinating payments, and supporting vendor communication.

Requirements:

• Preferred degree in Business Administration, Accounting, or related field.
• Proven experience in an administrative or vendor management role, especially with financial documentation.
• Familiarity with invoice processing and payment procedures is a plus.
• Strong attention to detail and excellent organizational skills.
• Effective communication and interpersonal skills for working with internal teams and external vendors.
• Ability to handle sensitive information with confidentiality and discretion.
• Proficiency in Google Workspace Suite (gDoc, gsheet, etc.) and other relevant tools.
• Ability to prioritize tasks, work independently, and manage time effectively.

**We warmly invite applications in English.