Vendor Management Administrator

Everwise Credit Union; South Bend (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

Everwise Credit Union is seeking a Vendor Management Administrator in Indiana (South Bend) to coordinate onboarding, perform routine due diligence, and maintain accurate vendor records in a regulated environment.

The role supports contract administration, reporting, and process improvements, working with internal stakeholders and external vendors to ensure audit-ready documentation and compliant vendor management practices.

Qualifications

• Bachelor's degree in business, finance, risk management, or a related field.
• 3+ years' experience in vendor management, contract administration, risk/compliance, procurement, or related administrative support.
• Financial services experience preferred.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook) and comfort with workflow/document management systems; GRC system experience preferred.
• Ability to manage competing priorities, meet deadlines, and maintain audit-ready documentation.
• Ability to work independently with limited guidance and escalate issues appropriately.

Responsibilities

• Coordinate vendor onboarding by collecting and reviewing vendor information and routing requests for review/approval per the vendor management program.
• Perform and track routine due diligence activities, collect required documents and reports, and follow up with vendors and owners as needed.
• Maintain accurate vendor records in the GRC system (NVendor module), including risk tiering, due diligence status, documents, review dates, and notes for reporting and audits.
• Support contract administration by tracking contract start/end dates, renewals, notices, and obligations; assist with document routing for approvals.
• Prepare routine reports and dashboards (e.g., due diligence, expired documents, renewals, high-risk vendors) for leadership and audits.
• Draft and maintain templates, checklists, and guidance to improve consistency and efficiency of vendor management processes.
• Provide administrative support including meeting coordination and timely responses to inquiries.
• Take on additional responsibilities to support growth of the credit union.

Skills

Vendor management

Third-party risk

Due diligence

Contract tracking

Ongoing monitoring

GRC systems

Microsoft Office

Communication skills

Document management

Education

Bachelor's degree in business/finance/risk management

Tools

GRC system NVendor module

Microsoft Office Suite

Job description

Job Description:

Position Summary:

The Vendor Management Administrator supports the credit union's vendor management program by coordinating third-party due diligence activities, maintaining vendor records in the GRC system, supporting contract administration workflows, and monitoring routine vendor performance activities. This role ensures vendor documentation is complete, current, and audit-ready, while providing responsive, detail-oriented support to internal stakeholders and vendors in a highly regulated environment.

Primary Responsibilities & Duties:

• Coordinate vendor onboarding by collecting and reviewing vendor information for accuracy, gathering required documentation, and routing requests for review/approval in accordance with the organization's vendor management program.
• Perform and track routine due diligence activities (initial and ongoing), including collecting required documents and reports, business continuity documentation, and other required artifacts; follow up with vendors and internal owners as needed.
• Maintain accurate and up-to-date vendor records in the GRC system (primarily the NVendor module), including risk tiering fields, due diligence status, document storage, review dates, and workflow notes to support reporting, audits and regulatory exams.
• Support contract administration by tracking contract start and end dates, renewal and termination notice periods, and key contractual obligations; assist with document routing for legal and business approvals.
• Prepare routine reports and dashboards (e.g., upcoming due diligence, expired documents, contract renewals, high-risk vendor lists) and assist with leadership, audit, and examination requests.
• Draft and maintain standardized templates, checklists, and guidance for business units to improve consistency and efficiency of vendor management processes.
• Provide general administrative support for the vendor management program, including meeting coordination, communications, and responding to internal inquiries.
• Assume additional responsibilities as necessary for the continued growth and advancement of the credit union.

Knowledge/ Skills:

• Working knowledge of vendor management and third-party risk concepts, including due diligence, contract tracking, and ongoing monitoring activities in a regulated environment.
• Strong organizational skills with demonstrated ability to manage multiple deadlines, track follow-ups, and maintain accurate records.
• High attention to detail with the ability to identify missing, expired, or inconsistent documentation and escalate issues appropriately.
• Proficiency with business systems and reporting tools with the ability to learn and effectively use the organization's GRC system.
• Professional written and verbal communication skills, including the ability to work directly with vendors and internal stakeholders.
• Ability to handle sensitive/confidential information with discretion and sound judgment.
• Ability to synthesize vendor due diligence information, identify trends or recurring exceptions, and recommend process improvements to leadership.

Minimum Requirements:

• Bachelor's degree in business, finance, risk management, or a related field preferred.
• 3+ years' experience in vendor management, contract administration, risk/compliance, procurement, or related administrative support
• Financial services experience preferred.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook) and comfort working in workflow and document management systems; GRC system experience preferred.
• Demonstrated ability to manage competing priorities, meet deadlines, and maintain accurate documentation in an audit-ready manner.
• Ability to work independently with limited guidance, exercising judgment to prioritize workload, identify gaps/risks in vendor documentation, and escalating issues appropriately.

Everwise is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.