Vendor Management Specialist

PENAIR CREDIT UNION•Pensacola, FL

2d•$21

About The Position

The Vendor Management Specialist supports the credit union’s third-party vendor oversight program by coordinating due diligence, maintaining vendor records, assisting with ongoing monitoring, ensuring documentation is complete and compliant with NCUA expectations. This role provides operational support to the Contract and Vendor Management Supervisor and ensures all contract and vendor related matters are routed appropriately.

Requirements

A minimum of one year up to three years of similar or related experience, including preparatory experience.
A two-year college degree or completion of a specialized course of study at a business or trade school equivalent to approximately 64 credit hours.
Courtesy and tact are essential elements of the job. Work involves personal contact with customers and others inside and outside the organization, generally regarding fairly routine matters for the purpose of giving and obtaining information or instructions, updating or referring. Communications generally require shorter and not in-depth discussions.
Strong organization, time-management, and attention to detail.
Adept at managing multiple tasks and deadlines.
Proficient with Microsoft Office, able to learn industry-specific systems and software.
Basic understanding of compliance and documentation standards.

Responsibilities

Collects, reviews, and maintains vendor onboarding and renewal documentation including SOC reports, financial statements, insurance certificates, cybersecurity materials, and BCP/DR plans. Ensure records are accurate and complete in the vendor management system. Tracks pending documentation and follows up with vendors and business owners as needed. Ensures all vendor information is accurately maintained within the vendor management platform (Nvendor or successor). Flags missing, outdated, or inconsistent documentation and escalate items to the Supervisor.
Supports vendor monitoring activities by tracking service issues, incidents, follow-up items, and remediation efforts. Documents vendor communications and performance information. Helps prepare annual vendor review materials and performance summaries for the Supervisor.
Provides administrative coordination including scheduling vendor meetings, tracking review cycles, maintaining dashboards, and supporting internal reporting needs. Ensures internal teams receive timely updates on vendor-related requirements or outstanding items. May execute funds to vendors or place orders for internal procurement department needs.
Refers all contract questions, renewals, issues, or escalations to the Contract & Vendor Management Supervisor. Supports administrative workflow by tracking deadlines, gathering required documents, and ensuring the Supervisor is fully informed and able to address contract matters efficiently.
Prepares documentation packets for audits, exams, and reviews conducted by Internal Audit, Compliance, or external examiners. Ensures vendor records remain organized, up-to-date, and audit-ready at all times. Supports the Supervisor in implementing updated procedures resulting from audits or regulatory changes.
Performs other job-related duties as assigned.