Vendor Registration Coordinator

Hard Rock Hotel & Casino Ottawa; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

Hard Rock International is seeking a Vendor Registration Coordinator to manage the registration process for suppliers, maintaining accurate records and ensuring compliance with governing policies.

You will coordinate with Purchasing, Accounting, and Compliance, handle document tracking, and maintain the master vendor database while supporting timely renewals and updates.

Qualifications

• Must have a high school diploma or GED; vendor-related experience is a plus.
• Proficient in Microsoft Excel and Word.
• Ability to communicate in English with guests and associates.
• Strong organizational and time-management skills.
• Detail-oriented with ability to manage vendor records.
• Knowledge of Infinium or Cobblestone is a plus.

Responsibilities

• Process vendor registration applications, renewals, updates, and terminations accurately and timely.
• Maintain vendor master database with high data integrity.
• Track and manage vendor documents including applications, ACH forms, annual fees, and insurance certificates.
• Coordinate with Purchasing, Accounting, and Compliance.
• Deactivate vendor or user records as required.
• Meet strict reporting deadlines and regulatory requirements.

Skills

Organizational skills

Time management

Detail oriented

English communication

MS Office

Problem solving

Education

High school diploma or GED

Vendor-related experience or equivalent

Tools

Microsoft Excel

Microsoft Word

Infinium

Cobblestone

Job description

Our team members are the key to our company’s success, and their health and well-being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work-life balance. Benefits may vary with employment status. To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits

Job Description:

Under the supervision of the Vendor Registration Supervisor, the employee will be responsible for the coordination and processing of vendor registration applications for Hard Rock International, Seminole Hard Rock Support Services, and Seminole Gaming and any other entity / property assigned by the Head of Purchasing or the Director of Administration. Employee will also have direct contact with suppliers/vendors during the review process of such vendor registration applications.

Essential duties include:

• Must adhere to the Seminole Gaming, Hard Rock International, and Seminole Hard Rock Support Services policies, processes and procedures as defined by the appropriate jurisdiction.

• Process vendor registration applications, renewals, updates, and terminations accurately andtimely.

• Maintainvendor master database with high data integrity.

• Track and manage vendor documents including applications, ACH forms, annual fees, and insurance certificates.

• Ensure vendorsremaincompliant and in good standing.

• Maintainlogs and tracking systems for compliance status.

• Manage shared inboxes and respond to inquiries professionally.

• Coordinate with Purchasing, Accounting, and Compliance.

• Deactivate vendor or user records asrequired.

• Meet strict reporting deadlines and regulatory requirements.

• Maintainknowledge of policies and procedures.

• Promote a professional and service-oriented environment.

• Maintains a clean, safe, hazard-free work environment within area of responsibility.

• Conducts themselves in accordance with all Gaming Commission Regulations and Seminole Tribe of Florida policies and procedures.

• Performadditionalduties as assigned.

Areas of Vendor Registration Coordinator:

• Process new and renewal vendor registration applications / requests and assuring accuracy, including but not limited to annual invoicing, vendor information updates

• Communication with management

• Vendor registration visibility and awareness

• Document management and tracking

• Property/administration level document compliance

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The employee must have organizational and time management skills, and able to prioritize daily work. Employee must also be detail-oriented. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to deliver a service level which creates an atmosphere that provides a professional and positive experience to our suppliers / vendors and team members.

• Commitment to routinely go above and beyond in the accomplishment of position responsibilities in an effort to play a role in the achievement of organizational goals.

• Must project a professional appearance.

• Ability to read and understand all applicable policies and procedures.

• Must be able to complete standard forms and reports.

Education and/or Experience:

• High school diploma or equivalent GED. Vendor-related experience or an equivalent combination of education and/or work experience a plus. Computer systems required, and working knowledge in Microsoft Excel and Word programs.

Skills:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Must be able to communicate effectively in English with guests and associate, specific to position duties and responsibilities, including the interpretation of technical manuals and legal documents.

• Level of proficiency and the ability to operate computer and software programs. Must have working knowledge of Microsoft Office. Knowledge in the use of the Infinium program and Cobblestone a plus.

Work Environment:

• Duties and responsibilities are typically performed in a professional office setting, but there may be times when you will need to be in operating areas. In these areas, you may be exposed to environmental factors including, but not limited to, secondhand smoke and excessive noise.

• While performing the duties of this job, the employee is frequently sitting down at a desk; use hands to finger, handle, or feel; reach with hands and arms, talk or hear; and taste or smell. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus.

Disclaimer

While this is intended to be an accurate reflection of the current job, management reserves the right to revise the current job or to require that other or different tasks be performed when circumstances change, (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).