Vendor Coordinator I

Astreya; Philippines; On-site; PHP 600,000 - 900,000; Full time

Job summary

Astreya is seeking a Vendor Analyst to manage vendor master data, compliance records and spend reporting for subcontractor and staffing-partner programmes. You will turn fragmented third-party labour data into a clear monthly cadence and flag risks before they reach clients, while supporting onboarding, contracts and tax documentation.

This hands-on role focuses on data quality, reporting, and operational controls, with minimal travel and strong visibility within Vendor Management / Procurement.

Responsibilities

• Build and maintain vendor scorecards covering fill rate, time-to-fill, attrition, SLA attainment, no-show rates and CSAT on partner-delivered work
• Produce the monthly and quarterly vendor reporting pack: spend by vendor, region, client and role type; subcontracted headcount; trend and variance commentary
• Benchmark partner rate cards by role and geography - against market data and against each other - and surface where Astreya is paying above pattern
• Track savings and consolidation targets against actuals; flag run-rate drift and out-of-pattern spend early
• Prepare QBR packs, executive summaries and escalation briefs for the Vendor Manager
• Own the vendor master data: legal entities, contacts, contract dates, notice periods, renewal and expiry alerts
• Run vendor onboarding administration - intake forms, due diligence packs, banking and tax documentation, system and portal setup
• Maintain the contract repository and supporting document trail in an audit-ready state
• Administer timesheets and purchase orders for subcontracted resource; support month-end accruals with Finance
• Manage the vendor request and exception queue, and chase open actions arising from vendor reviews
• Track and evidence compliance across the partner base: insurance certificates, background and right-to-work checks, security and privacy training, local licensing and labour requirements
• Operate an expiry-tracking process so no resource works on a client site with lapsed documentation
• Reconcile vendor invoices against SOWs, timesheets, rate cards and approved POs; investigate and clear disputes with Accounts Payable
• Recommend invoices for approval; approval authority sits with the Vendor Manager
• Run the mechanics of RFPs and RFQs - distributing documents, collating responses, building comparison and scoring matrices
• Support bid teams with sourcing data, historical rates and coverage information for new and expanding accounts

Job description

Vendor Analyst - Subcontractor & Staffing Partners Reports to: Vendor Manager, Subcontractor & Staffing Partners Department: [Vendor Management / Procurement] Job type: Full-time, permanent Travel: Minimal - occasional travel for partner reviews

Role purpose

The Vendor Analyst is the data and operations engine behind Astreya 's subcontractor and staffing-partner programme. You maintain the vendor master data, compliance records and spend reporting that the Vendor Manager relies on to negotiate, govern and - where necessary - exit partner relationships. You will turn a fragmented picture of third-party labour spend, fill rates and compliance status into a clear, trusted monthly cadence, and flag the risks in it before they reach a client. This is a hands-on analytical role with high visibility. You will not own commercial negotiations, but you will build the evidence base those negotiations are won with.

Key responsibilities

Reporting & analysis (approx. 40%)

• Build and maintain vendor scorecards covering fill rate, time-to-fill, attrition, SLA attainment, no-show rates and CSAT on partner-delivered work
• Produce the monthly and quarterly vendor reporting pack: spend by vendor, region, client and role type; subcontracted headcount; trend and variance commentary
• Benchmark partner rate cards by role and geography - against market data and against each other - and surface where Astreya is paying above pattern
• Track savings and consolidation targets against actuals; flag run-rate drift and out-of-pattern spend early
• Prepare QBR packs, executive summaries and escalation briefs for the Vendor Manager

Vendor operations & data (approx. 30%)

• Own the vendor master data: legal entities, contacts, contract dates, notice periods, renewal and expiry alerts
• Run vendor onboarding administration - intake forms, due diligence packs, banking and tax documentation, system and portal setup
• Maintain the contract repository and supporting document trail in an audit-ready state
• Administer timesheets and purchase orders for subcontracted resource; support month-end accruals with Finance
• Manage the vendor request and exception queue, and chase open actions arising from vendor reviews

Compliance & controls (approx. 20%)

• Track and evidence compliance across the partner base: insurance certificates, background and right-to-work checks, security and privacy training, local licensing and labour requirements
• Operate an expiry-tracking process so no resource works on a client site with lapsed documentation
• Reconcile vendor invoices against SOWs, timesheets, rate cards and approved POs; investigate and clear disputes with Accounts Payable
• Recommend invoices for approval; approval authority sits with the Vendor Manager

Sourcing support (approx. 10%)

• Run the mechanics of RFPs and RFQs - distributing documents, collating responses, building comparison and scoring matrices
• Support bid teams with sourcing data, historical rates and coverage information for new and expanding accounts

Originally posted on Himalayas