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Vendor Management Associate & Office Administrative Coordinator

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Solomon Page

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Location:
United States , Tampa

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

70000.00 USD / Year ▼
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Job Description:

The Office Administrative & Vendor Management Associate provides direct operational and administrative support with a primary focus on supplier onboarding, compliance and risk assessment and as a key administrative resource to the Chief Accounting Officer, who serves as the onsite Executive in the office. This role is responsible for ensuring the smooth day-to-day functioning of the office environment, facilitating communications, supporting administrative tasks, and being a strategic partner to the Vendor Management Team supporting the development, enhancement and enforcement of vendor management policy and frameworks that meet regulatory and security requirements.

Job Responsibility:

  • Support day-to-day administrative operations and office management functions to ensure a productive and well-organized work environment
  • Manage office supply inventory and coordinate the procurement of supplies and equipment to maintain adequate stock levels
  • Facilitate the onboarding of new employees, including workspace setup, access provisioning, and preparation of orientation materials
  • Coordinate with building management, vendors, and service providers on all facility related matters
  • Prepare and distribute correspondence, memos, reports, and presentation materials as directed by leadership
  • Provide dedicated administrative and clerical support to the Chief Accounting Officer
  • Process and track expense reports for the Chief Accounting Officer, ensuring accuracy and timely submission in accordance with company policy
  • Serve as the primary point of contact for internal staff and external parties on behalf of the Chief Accounting Officer, managing inquiries and communications with professionalism
  • Support the planning, coordination, and execution of corporate events and company-wide initiatives
  • Perform additional duties and responsibilities as assigned to support team and organizational goals
  • Coordinate and manage the end-to-end onboarding process for new suppliers, including initial outreach, documentation collection, and supplier setup
  • Collaborate with the Vendor Management Team to support and streamline the vendor onboarding workflow within the ProcessUnity Third-Party Risk Management (TPRM) platform
  • Coordinate with end-users and relationship managers throughout the vendor onboarding process to ensure all vendor services are accurately entered into the TPRM platform with appropriate supporting documentation - including proposals, agreements, Due Diligence Questionnaires (DDQs), and SOC Reports - while verifying that all required compliance and privacy documentation is submitted and reviewed
  • Facilitate the scheduling of meetings and calls among the Vendor Management Team, relationship managers, and vendors as needed
  • Monitor workflow progression and follow up with key stakeholders - including the CISO, DFS, Legal, and IT - to ensure timely reviews and approvals
  • Assist in maintaining and updating the ProcessUnity TPRM platform in coordination with the Vendor Management Team
  • Collaborate with the CISO and DFS Officer to continuously review, refine, and enhance the overall Vendor Management Services program
  • Serve as the primary liaison between business units and the Vendor Management Team to facilitate the onboarding of new vendors and vendor services
  • Administer vendor agreements, NDAs, and Service Level Agreements (SLAs) for signature in collaboration with Legal, Department Heads, and the Vendor Management Team

Requirements:

  • Bachelor's degree in Business Administration, Risk Management, or a related field required
  • Minimum 2-3 years of experience in office and vendor management, procurement, third party risk, or a related discipline
  • Strong understanding of third-party risk management frameworks and information security principles
  • Requires 3-5 days per week on-site in a fast-paced office environment with regular interaction across all levels of staff
  • Excellent written and verbal communication skills
  • ability to present complex risk topics to diverse audiences
  • Highly organized with exceptional attention to detail and the ability to manage multiple priorities simultaneously
  • Proficient with Microsoft Office (Word, Excel, PowerPoint) and vendor risk management tools
What we offer:
  • medical
  • dental
  • 401(k)
  • direct deposit
  • commuter benefits

Additional Information:

Job Posted:
May 04, 2026

Employment Type:
Fulltime
Work Type:
Hybrid work
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