Vendor Registration & Administrative Support

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TYPE OF WORK

Part Time

SALARY

6.5

HOURS PER WEEK

10

DATE UPDATED

Sep 14, 2026

JOB OVERVIEW

Schedule: 10 hours per week to start, with potential to increase based on business needs Working Hours: U.S. Eastern Time mornings
Start Date: ASAP

Summary

We are looking for an organized, proactive, and highly detail-oriented Vendor Registration & Administrative Support to help the back-office operations of a growing business.

This role will focus primarily on researching vendor and supplier registration requirements, completing applications, organizing company documentation, tracking registration status and renewals, and ensuring that required follow-ups and deadlines are completed accurately and on time.

The position is focused on administration, registration, documentation, research, and process management. The ideal candidate will be comfortable working independently, following detailed procedures, managing multiple applications at once, and keeping records accurate and up to date.

Detailed information regarding the company and specific assignments will be provided after onboarding.

Required Conditions

REQUIRED: Experience in administrative support, vendor registration, procurement administration, credentialing, compliance administration, supplier onboarding, or a similar back-office role.
REQUIRED: Excellent written English and professional email communication skills.
REQUIRED: Strong online research skills and ability to identify vendor, supplier, procurement, and registration requirements.
REQUIRED: Experience completing online applications, registration forms, and managing supporting documentation.
REQUIRED: Strong document-management, file-organization, and record-keeping skills.
REQUIRED: Experience using spreadsheets, CRM systems, databases, or similar tracking tools.
REQUIRED: Strong attention to detail and ability to manage multiple applications, deadlines, follow-ups, and renewal requirements.
REQUIRED: Ability to follow detailed procedures, work independently, and maintain strong follow-through.
REQUIRED: Comfortable using ChatGPT and other AI tools for research, drafting, and productivity.
REQUIRED: Ability to start at approximately 10 hours per week, with potential for increased hours over time.
REQUIRED: Willing and able to use WebWork time-tracking software during working hours.

When applying, you MUST include a link to your CV or resume and briefly describe your:

- Experience with vendor sourcing, vendor management, and procurement
- Experience requesting and comparing quotes, negotiating/following up with suppliers, and coordinating vendor orders
- Experience with project coordination, task tracking, and managing deadlines
- Experience communicating professionally with vendors, suppliers, clients, and internal team members

Primary Responsibilities
- Research vendor and supplier registration requirements
- Identify required documentation, qualifications, and application procedures
- Complete vendor registration forms and online applications
- Organize and maintain required company documents
- Upload and submit documentation through vendor and procurement portals
- Track vendor-registration application status
- Follow up on incomplete, pending, rejected, or outstanding applications
- Track registration expiration dates and renewal requirements
- Maintain accurate records of applications, approvals, requirements, and deadlines
- Identify appropriate procurement, purchasing, or vendor-management contacts when needed
- Research contact information and registration support resources
- Prepare routine professional correspondence
- Communicate with procurement or vendor-management contacts regarding application status or missing requirements
- Maintain spreadsheets, CRM records, databases, and internal tracking systems
- Create reminders and track deadlines, renewals, and next steps
- Organize digital files and maintain consistent document naming and storage
- Review submitted information for completeness and accuracy
- Keep vendor-related information current and organized
- Provide regular updates on completed, pending, and outstanding registrations
- Use ChatGPT and other productivity tools to support research, correspondence, documentation, and administrative tasks
- Vendor Registration & Procurement Administration
- Build and maintain a centralized list of vendor-registration opportunities and requirements
- Research supplier and vendor onboarding processes
- Complete applications according to established procedures
- Gather and organize required business information and supporting documents
- Maintain records of usernames, portals, registration dates, statuses, and renewal requirements as appropriate
- Monitor applications for updates or requests for additional information
- Follow up consistently on pending registrations
- Track approved, rejected, incomplete, and upcoming registrations
- Identify and document reasons for incomplete or delayed applications
- Maintain clear notes and next steps for each registration
- Ensure required documents remain current and easily accessible
- Assist with updating existing vendor profiles when company information changes
- Maintain accurate and organized records for reporting and internal review

Preferred Experience & Skills

- Vendor Registration Specialist, Procurement Assistant, Administrative Assistant, Credentialing Assistant, Compliance Assistant, Supplier Onboarding Specialist, or similar experience
- Experience completing vendor or supplier registrations
- Experience with procurement or supplier-management portals
- Experience with credentialing, compliance documentation, or business registrations
- Experience maintaining company documents used for applications
- Strong spreadsheet and data-entry skills
- CRM or database-management experience
- Experience researching administrative requirements and procedures
- Experience communicating with procurement or vendor-management departments
- Strong file-management and documentation skills
- Experience tracking expiration dates, renewals, and compliance requirements
- Familiarity with supplier-diversity or vendor-registration programs
- Experience using ChatGPT or similar AI tools
- Strong problem-solving skills and ability to identify missing information
- Tech-savvy and comfortable learning new portals, databases, and internal systems

Stretch Goals / Responsibilities

As the role develops, responsibilities may expand to include greater ownership of vendor-registration processes, supplier onboarding, credentialing, compliance tracking, documentation management, procurement research, database maintenance, renewal management, administrative reporting, and overall process improvement.

Keywords
Vendor Registration, Vendor Registration Virtual Assistant, Procurement Virtual Assistant, Procurement Administration, Supplier Registration, Supplier Onboarding, Vendor Onboarding, Administrative Virtual Assistant, Vendor Management, Procurement Support, Credentialing, Compliance Administration, Compliance Tracking, Vendor Applications, Supplier Applications, Online Applications, Document Management, Records Management, Data Entry, CRM Management, Database Management, Procurement Research, Vendor Research, Vendor Portal, Supplier Portal, Vendor Documentation, Renewal Tracking, Application Tracking, Follow-Up, Administrative Support, Back Office Support, Process Management, Spreadsheet Management, ChatGPT, AI Tools

SKILL REQUIREMENT
Administrative Management Procurement Supplier Sourcing
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