Vendor Administrator I

Cherokee Federal•Tulsa, OK

13d

About The Position

Provides entry-level support for vendor setup, onboarding, and vendor record maintenance in a federal contracting environment. This role is responsible for processing routine vendor documentation, maintaining accurate records in applicable systems, and supporting internal stakeholders with vendor master data updates. The position works under close supervision and follows established procedures to ensure compliance with internal controls and customer requirements.

Requirements

Bachelor’s degree in Business, Supply Chain, Finance, Contracts, or related field required.
Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
Strong attention to detail and ability to follow written procedures.
Strong written and verbal communication skills.
Ability to manage multiple tasks in a deadline-driven environment.
Basic data entry and analytical review capability.
Ability to maintain confidentiality of sensitive vendor information.
Strong organizational skills and document control discipline.
Customer service mindset and willingness to learn.
Ability to work effectively in a structured environment.

Nice To Haves

Internship or academic exposure to procurement, vendor management, contracts support, or finance/AP.
Familiarity with Deltek Costpoint, Salesforce, or DocuSign.
Exposure to federal contracting environments or government compliance requirements.

Responsibilities

Support vendor onboarding and setup activities by collecting and validating standard documentation such as tax forms, banking forms, points of contact, and other required onboarding records.
Create and maintain vendor records in Deltek Costpoint, Salesforce, and internal trackers with a high degree of accuracy.
Process routine vendor lifecycle updates, including address changes, contact updates, reactivations, and deactivations, escalating exceptions as needed.
Maintain vendor files and supporting documentation in designated Microsoft repositories in accordance with recordkeeping standards.
Prepare and route vendor forms and routine documents through DocuSign and monitor completion status.
Coordinate with Accounts Payable, Procurement, and Subcontracts on basic vendor master data issues affecting purchase orders and invoice processing.
Respond to routine internal and external inquiries related to vendor onboarding and maintenance.
Assist with tracking required vendor compliance documentation and notifying stakeholders of missing or expiring items.
Run basic reports and update dashboards related to onboarding status, vendor changes, and exceptions.
Follow established procedures related to approvals, document retention, sensitive data handling, and segregation of duties.
Identify routine data issues and raise them to more senior team members for review.