IT Vendor Relationship Specialist

About the position As an IT Vendor Relationship Specialist, you will lead the management of vendor relationships of moderate scope and complexity. This role also ensures accurate vendor data management, timely resolution of vendor queries, and compliance with internal financial controls and systems.

Responsibilities

Leads the management of vendor relationships of moderate scope and complexity. Establishes and maintains vendor relationships, negotiates favorable pricing, and reports on vendor performance. Analyzes data to perform comparative evaluations of vendors, both before and after contract negotiations, to ensure that Vanguard obtains the highest value and expected return for its investment in vendor contracts. Contributes to the development of RFPs for specific services or products and invites vendors to respond with proposals. Reviews proposals for compliance with the RFP requirements and evaluates and analyzes any supplemental information received. Performs basic analyses in supporting the evaluation of the financial, operational, and performance reputation of the vendor to ensure that they will make a suitable partner to the organization. Conducts reviews of vendor invoices relative to their compliance with agreed contract terms prior to their release for payment. Participates in special projects and performs other duties as assigned. Responsible for the creation and maintenance of global vendor centralized databases in accounts payable or internal financial systems. Ensures timely processing and management of invoices by the accounts payable team, adhering to internal controls and frameworks. Responds to vendor queries and ensures resolution within defined turnaround time. Regularly updates vendor/partner information for global suppliers in system databases. About Vanguard At Vanguard, we don't just have a mission—we're on a mission. To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best. How We Work Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

Responsibilities

• Leads the management of vendor relationships of moderate scope and complexity.
• Establishes and maintains vendor relationships, negotiates favorable pricing, and reports on vendor performance.
• Analyzes data to perform comparative evaluations of vendors, both before and after contract negotiations, to ensure that Vanguard obtains the highest value and expected return for its investment in vendor contracts.
• Contributes to the development of RFPs for specific services or products and invites vendors to respond with proposals.
• Reviews proposals for compliance with the RFP requirements and evaluates and analyzes any supplemental information received.
• Performs basic analyses in supporting the evaluation of the financial, operational, and performance reputation of the vendor to ensure that they will make a suitable partner to the organization.
• Conducts reviews of vendor invoices relative to their compliance with agreed contract terms prior to their release for payment.
• Participates in special projects and performs other duties as assigned.
• Responsible for the creation and maintenance of global vendor centralized databases in accounts payable or internal financial systems.
• Ensures timely processing and management of invoices by the accounts payable team, adhering to internal controls and frameworks.
• Responds to vendor queries and ensures resolution within defined turnaround time.
• Regularly updates vendor/partner information for global suppliers in system databases.

Requirements

• Minimum 5 years of experience in vendor management, procurement operations, or supplier relationship management.
• Bachelor’s degree (B.E./B.Tech/B.Com) in Business Administration, Finance, Supply Chain, or related field.
• Strong working knowledge of procurement processes, financial controls, ERP systems (e.g., SAP, Oracle), and vendor master data management is essential.
• Strong communication – verbal & written, problem-solving, and collaboration skills.
• Proficient in MS Excel, data analysis, and report preparation.
• Ability to manage multiple vendor relationships, ensure adherence to timelines, and work effectively across global teams under a compliance-focused environment.

Nice-to-haves

• Good to have skills include vendor evaluation, contract review, invoice compliance verification, stakeholder coordination, and familiarity with accounts payable systems.
• Any of the following certifications are preferred: Certified Supply Chain Professional (CSCP), Certified Professional in Supply Management (CPSM), or Procurement-related ERP certifications (SAP MM, Oracle Procurement).

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