Job Overview

Our client is looking for a highly organized Vendor Onboarding Coordinator to support the onboarding and documentation process for new vendors. This role serves as the primary administrative liaison between internal departments, the budget office, and external vendors, ensuring all onboarding documentation is collected, verified, and processed accurately.

The ideal candidate is detail-oriented, comfortable handling confidential financial information, and capable of managing high-volume administrative workflows while providing excellent customer service. This position plays an important role in supporting a centralized digital vendor management process across multiple departments.

Schedule

• Monday - Friday, 8:30 AM - 5:00 PM PST, with 1 hour unpaid break (42.5 hours per week)

Responsibilities

• Vendor Onboarding & Documentation: Email onboarding packets to new vendors (including visiting artists) and guide them through the onboarding process while answering documentation-related questions. Review completed onboarding packets for completeness and accuracy, verifying tax forms, government identification, banking information, and Social Security or Tax Identification details.
• Vendor Communication: Serve as the primary point of contact for vendors during onboarding. Follow up with vendors regarding incomplete submissions every seven (7) days and escalate prolonged non-responses to the Budget Office.
• Administrative & Data Management: Update vendor statuses within centralized Google Sheets/Docs tracking systems (marking as Complete, In Progress, or No Response). Upload completed onboarding packets into secure cloud storage/File Cloud, organize digital files with version control, and maintain detailed onboarding notes for the Budget Office.
• Workflow Coordination: Support the end-to-end vendor payment onboarding workflow by collecting documentation for new vendors, monitoring documentation progress, communicating status updates to internal stakeholders, and ensuring documentation is ready before Budget Office processing begins.

Requirements

• Administrative Experience: Previous experience as an Administrative Assistant, Administrative Coordinator, Operations Assistant, Vendor Coordinator, or similar administrative support role.
• Communication & Customer Service: Excellent written and verbal English communication skills paired with strong customer service and relationship management abilities.
• Detail & Confidentiality: Exceptional attention to detail, high level of professionalism when handling confidential information, and experience reviewing sensitive financial and onboarding documentation.
• Organization & Time Management: Strong organizational and time management skills, with the ability to manage multiple vendors and onboarding requests simultaneously and work independently in a remote environment.
• Technical Proficiency: Proficiency in Google Workspace (Gmail, Google Docs, Google Sheets, Google Drive), cloud-based file management systems, Microsoft Office Suite, and PDF editing tools.

Qualifications

• Experience supporting Finance, Budget, HR, Procurement, or Operations teams.
• Experience with vendor onboarding or contractor administration.
• Experience maintaining document compliance.
• Experience working with higher education, nonprofit, or professional services organizations.

Core Competencies

• Administrative Support & Vendor Coordination
• Document Management & Data Entry Accuracy
• Customer Service & Process Compliance
• Organization, Prioritization, & Follow-up
• Confidential Information Handling

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.