Supplier Registration Forms Administrator

Hrstalentsolutions; Derry/Londonderry; Remote; GBP 50,000 - 53,000; Full time

Job summary

Hrstalentsolutions is seeking a Supplier Registration Forms Administrator to manage supplier record intake, verify form submissions, and link documents to the correct supplier case. You will not approve suppliers or decide compliance; those decisions sit with the authorised team.

This remote, full-time role offers a pay range of £49,500–£53,000 per year, with part-time pro rata arrangements. You will maintain records and support onboarding with clear audit trails for colleagues.

Responsibilities

• Check that the appropriate online form was received.
• Identify missing required fields and connect supporting documents to the correct supplier case.
• Do not approve a supplier, negotiate purchasing terms or decide compliance; those decisions remain with the authorised team.
• Compare reference data with existing records before creating or updating entries.
• Maintain a clear trail of submissions, noting what arrived and what remains outstanding.
• Record differences between trading names and ensure correct match with onboarding rules.
• Provide courteous, precise updates to suppliers about required information and document corrections.

Job description

Supplier Registration Forms Administrator

Office Administration | Supplier Forms | Remote
£49,500-£53,000 per year for full-time work; part-time pro rata

Before a supplier's details can be used by a company, the receiving team needs a complete registration record. This role handles the administrative intake: check that the appropriate online form was received, identify missing required fields and connect supporting documents to the correct supplier case. You would not approve a supplier, negotiate purchasing terms or decide whether a document satisfies a specialist compliance requirement. Those decisions remain with the authorised team.

A form that can be reviewed

The submission might include a business name, contact information, payment details held in a protected section and a list of documents required by the employer. You would follow a checklist for fields you are allowed to view. If a contact email is missing or an attachment will not open, ask for the specific correction through the approved channel. Do not collect sensitive banking information through ordinary email or copy it into a general note. The employer will show you which parts of the record may be handled by this role.

A supplier may send a second form after correcting one detail. Compare the reference and existing record before creating a new entry. A revised submission can replace or supplement an earlier one according to the process. Your note should say what arrived and what remains outstanding without declaring the supplier approved. If two trading names look similar, do not combine them on the basis of appearance; ask the onboarding owner to verify the relationship.

Day-to-day checks

Begin by locating any existing supplier case, then check the form type and fields named in the employer’s list. Match each supporting file to the supplier reference, noting anything missing or unreadable. An approved follow-up should identify the exact item needed. The submission may be received, awaiting information or ready for review, but it is not approved simply because all fields are present. Specialist approval questions go to the responsible team. After a corrected page arrives, check it against the original case before passing the submission on.

The work also includes courteous customer service to external suppliers. A useful message tells someone exactly which field needs attention and where to send it safely. It does not merely say \"your form is incomplete\". If the person asks why the company requires a particular document, use the employer’s approved explanation or send the question to the policy owner. Avoid inventing a rule to make the process sound simpler.

Remote office administration requires careful handling of online records and a clear trail for colleagues. A private home office and stable connection help you compare a submission with its attachments. You should be comfortable learning the employer’s categories, using email and keeping a small queue of pending items visible. Prior procurement experience is not required; training will cover the fields and privacy limits. You are not being asked to assess a supplier’s commercial suitability.

The annual pay range is based on full-time work, with part-time arrangements adjusted by the hiring company. The employer will confirm the exact hours and the form types involved. A successful day leaves reviewers with complete, accurately linked cases and suppliers with clear next steps for missing information.

Different suppliers may use a legal name and a trading name. The form might ask for both, and the attachment may show only one. Record the difference and follow the employer’s matching rule rather than deciding the entities are identical. If a supplier changes a named contact after submission, keep the new message with the existing case and check which fields you may update. A change to a protected payment field must follow a separate secure process. These boundaries are important because a neat-looking record is not necessarily a verified one.

Keep a question about a trading name visible for the supplier team, with the exact field or document involved. A later reviewer should be able to find it without reopening every attachment or relying on your memory.