Vendor Management Assistant / Specialist

🤝 We're Hiring: Vendor Management Assistant / Specialist📍 Location: United Arab Emirates (Remote)🕒 Employment Type: Full-Time💼 Experience Level: Mid-Level to Senior🌐 Work Arrangement: Fully RemoteAbout UsWe are a commercially focused organization committed to building reliable and high-performing vendor networks through effective vendor management, performance monitoring, compliance, risk control, cost management, and long-term business partnerships.Our distributed teams collaborate across Vendor Management, Procurement, Strategic Sourcing, Purchasing, Commercial, Finance, Legal, Operations, Logistics, Quality, IT, Project Management, and Executive Leadership to ensure vendors consistently meet business, contractual, quality, cost, delivery, and service expectations.The RoleWe are seeking a proactive and detail-oriented Vendor Management Assistant / Specialist to support vendor onboarding, qualification, contract administration, performance management, compliance monitoring, relationship management, risk assessment, issue resolution, and vendor-development activities.The ideal candidate will support the complete vendor lifecycle, from vendor identification and onboarding through contract execution, performance monitoring, renewal, improvement initiatives, and vendor offboarding.Key ResponsibilitiesSupport the development and implementation of vendor-management strategies, procedures, standards, and governance frameworks.Manage vendor records and maintain accurate information covering company profiles, contact details, services, pricing, contracts, certifications, insurance, and compliance documentation.Support vendor identification, registration, onboarding, qualification, due diligence, and approval processes.Collect and review vendor licenses, certifications, insurance documents, tax information, financial details, references, compliance records, and other required documentation.Coordinate vendor onboarding activities with Procurement, Finance, Legal, Compliance, Operations, Quality, IT, and other relevant departments.Maintain approved vendor lists and ensure vendor master data remains accurate, complete, and up to date.Monitor vendor performance against agreed requirements covering service quality, cost, delivery, responsiveness, availability, compliance, and contractual obligations.Establish and maintain vendor performance scorecards, KPIs, evaluation criteria, and review schedules.Prepare periodic vendor-performance reports, dashboards, scorecards, and management summaries.Coordinate regular vendor reviews and business-review meetings and track actions, commitments, corrective measures, and follow-up requirements.Monitor vendor delivery schedules, service levels, response times, quality standards, issue resolution, and overall performance.Coordinate the resolution of vendor-related issues including service failures, delayed deliveries, quality concerns, billing discrepancies, documentation gaps, and contractual non-compliance.Support the development and monitoring of vendor corrective-action and performance-improvement plans.Assist with vendor negotiations relating to pricing, payment terms, service levels, delivery commitments, warranties, scope, renewals, and other commercial requirements.Coordinate with Procurement and Commercial teams to ensure vendor contracts, purchase orders, statements of work, and commercial terms are properly implemented.Monitor vendor compliance with contracts, service-level agreements, purchase orders, company policies, quality standards, data requirements, and applicable regulations.Track vendor contracts, renewal dates, insurance certificates, licenses, certifications, warranties, service agreements, and other time-sensitive requirements.Support vendor-risk assessments covering financial stability, operational capability, capacity, service continuity, geographic exposure, cybersecurity where relevant, compliance, and reputational risk.Maintain vendor-risk registers and assist in developing mitigation plans for critical or high-risk vendors.Support alternative-vendor identification, vendor diversification, contingency planning, and business-continuity initiatives where required.Monitor vendor market developments, pricing changes, service capabilities, business changes, and other factors that may affect vendor performance or business continuity.Assist with vendor audits, compliance reviews, service assessments, quality evaluations, and documentation checks where applicable.Coordinate with Finance regarding vendor invoices, payment issues, account information, credit terms, tax documentation, and invoice discrepancies.Monitor vendor spend, purchase commitments, contract utilization, pricing changes, and opportunities for cost optimization.Support vendor-development initiatives designed to improve service quality, cost efficiency, delivery performance, innovation, and operational effectiveness.Track vendor savings, cost reductions, service improvements, quality improvements, and other measurable vendor-management outcomes.Maintain comprehensive vendor-management records including vendor databases, onboarding trackers, contracts, performance scorecards, issue logs, risk registers, review records, and corrective-action plans.Establish and monitor key performance indicators (KPIs) including vendor quality, service-level performance, on-time delivery, responsiveness, cost performance, compliance, issue-resolution time, contract utilization, and vendor-risk exposure.Identify opportunities to improve vendor-management processes, communication, performance monitoring, reporting, data quality, and operational efficiency.Prepare vendor-performance reports, management presentations, risk updates, vendor-review materials, and recommendations for senior leadership.Ensure vendor-management activities comply with internal policies, procurement procedures, ethical standards, contractual requirements, and applicable organizational standards.Provide administrative, analytical, and operational support to Vendor Managers, Procurement Managers, Sourcing Managers, Commercial Teams, Operations Managers, and senior leadership.Ideal CandidateThe successful candidate should have experience in vendor management, supplier management, procurement, sourcing, purchasing, contract administration, operations, or commercial administration, preferably within technology, construction, engineering, retail, real estate, hospitality, professional services, or other vendor-intensive environments.The candidate should demonstrate:Strong understanding of vendor-management and procurement principles.Experience with vendor onboarding, qualification, documentation, contracts, performance monitoring, and issue resolution.Strong organizational and administrative skills with excellent attention to detail.Good understanding of vendor KPIs, service-level agreements, performance reviews, and corrective-action processes.Experience preparing vendor scorecards, performance reports, trackers, and management summaries.Strong communication, negotiation, relationship-management, and stakeholder-coordination skills.Good understanding of vendor risk, compliance, contract requirements, and business-continuity considerations.Familiarity with ERP, procurement, vendor-management, contract-management, e-procurement, or business-management platforms.Strong Microsoft Excel skills and ability to analyze vendor, spend, and performance data.Ability to manage multiple vendors, contracts, issues, renewals, and deadlines simultaneously.Strong problem-solving, follow-up, and issue-resolution capabilities.Strong written and verbal communication skills in English; Arabic is an advantage.Ability to work independently and coordinate effectively with remote and internationally distributed teams.High level of integrity, professionalism, confidentiality, and commercial awareness.Strong analytical, relationship-management, negotiation, and continuous-improvement mindset.