Vendor Management Coordinator

CoreWeave•San Francisco, NY

1d•Onsite

About The Position

The Vendor Management Coordinator role is a hands-on position responsible for executing and directly overseeing the day-to-day vendor lifecycle within Vendor Management. This includes vendor onboarding, ongoing vendor maintenance, vendor data cleanup, and catalog setup and maintenance. As part of a newly established team, this role will also assist in building foundational documentation such as Desktop Procedures (DTPs), process flows, and job aids to standardize team operations. The individual will execute and manage vendor requests, assist, and lead offshore resources, ensuring consistent quality and turnaround times.

Requirements

2+ years of experience in vendor management, procurement operations, or supplier enablement.
Ideally including 1+ years leading or mentoring a team.
Strong hands-on experience with a procurement/P2P platform (Coupa strongly preferred), including catalog management.
Experience creating process documentation (DTPs, SOPs, process flows/diagrams).
Experience managing or coordinating with offshore/distributed teams.
Solid understanding of vendor onboarding compliance requirements (tax documentation, banking verification, fraud-prevention controls).
Comfortable operating in a "builder" capacity on a new team — establishing process where none currently exists.
Detail-oriented, organized, and able to balance hands-on execution with team leadership.

Nice To Haves

The ability to bring diversified experiences to our teams – even if you aren't a 100% skill or experience match.

Responsibilities

Directly process and manage new vendor requests end-to-end in Coupa, including collection and validation of required documentation (W-9/W-8, bank letters, VAT/tax registration, etc.).
Perform verification of vendor banking and tax details to reduce fraud risk before activation.
Partner directly with business owners and other stakeholders to resolve onboarding blockers and documentation gaps.
Configure and maintain vendor catalogs directly within Coupa, including item/service data, pricing updates, and punch-out integrations.
Troubleshoot catalog issues with Coupa admins and coordinate directly with vendors to keep content accurate and current.
Process ongoing vendor record updates, including banking changes, contact/address updates, tax documentation renewals, and approval group/routing changes.
Apply and enforce verification protocols for sensitive changes (e.g., banking detail updates) to protect against fraud.
Conduct regular audits of the vendor master file, identifying and remediating duplicate, inactive, or incomplete records.
Maintain data quality standards and execute cleanup cycles in partnership with Procurement Operations and IT.
Own the creation and upkeep of Desktop Procedures (DTPs) for all core team functions (onboarding, catalog setup, maintenance, cleanup).
Build clear, repeatable process flows/diagrams for key workflows to support consistency, training, and audit readiness.
Continuously update documentation as processes evolve or systems change.
Use documentation as the foundation for training new team members, including offshore resources.
Lead, coach, and manage the day-to-day work of offshore resources, ensuring adherence to SLAs and documented processes.
Assign and balance workload across the team, stepping in on complex or escalated vendor issues.
Train team members using established DTPs and process documentation; identify gaps and update materials as needed.
Serve as the go-to point of contact for stakeholders on day-to-day vendor questions and issues.
Provide regular updates to Procurement leadership on volume, cycle times, and data quality/documentation progress.