Vendor Onboarding Specialist

Utilities One•Chisinau, MD

About The Position

We are seeking a highly skilled and self-driven Vendor Onboarding Specialist to join our dynamic team and take ownership of the vendor onboarding process, ensuring all approved vendors and subcontractors are properly onboarded into the system from day one. This is a great opportunity for a detail-oriented professional who is ready to support the setup, coordination, and execution of vendor onboarding workflows, while ensuring documentation accuracy, compliance, and smooth activation for field operations.

Requirements

Bachelor’s Degree in Business Administration, HR, or a related field is a plus
Work experience in administrative, operations, vendor coordination, or similar support roles is an advantage
Comfortable working with internal systems, databases, and digital tools; ability to quickly learn new systems
Proficient user of MS Office Suite (Word, Excel, Outlook)
Strong attention to detail and accuracy when handling documentation
Ability to prioritize tasks and manage time efficiently while handling multiple onboarding cases
Good written and verbal English communication skills (B2 and higher)
Ability to organize workload, adapt to changing priorities, and meet deadlines

Responsibilities

Support the onboarding of approved vendors and subcontractors into the Vendor Management System
Create, update, and maintain accurate vendor records and onboarding status
Collect required onboarding documentation (e.g., NDA, MSA, W-9, banking details, SOWs)
Review documentation for completeness and accuracy before activation
Track agreement signatures and follow up with vendors and internal teams as needed
Ensure all documents are properly stored and organized in the system
Coordinate with Vendor Acquisition, Operations, Legal, Finance, and other internal teams during onboarding
Prevent vendor activation until all onboarding requirements are completed
Maintain clear onboarding records for reporting and compliance purposes