A vacancy exists within the Purchasing Department for a Vendor Vetting Coordinator who will report directly to the Procurement Manager. The Vendor Vetting Coordinator is responsible for coordinating the registration, verification, vetting, and ongoing maintenance of vendor and supplier information within the Procurement Department.
The position plays a key role in the development and maintenance of the Company’s Master Vendor Database, ensuring vendor records are accurate, complete, properly documented, and regularly reviewed. The Coordinator will liaise with prospective and existing vendors, internal departments, and relevant stakeholders to obtain and verify required information and documentation.
MAIN DUTIES & RESPONSIBILITIES:
• Vendor Vetting & Registration
o Coordinate vendor registration and onboarding for new suppliers and service providers.
o Issue registration forms and communicate required documentation.
o Review and verify vendor information and support documentation for completeness and accuracy.
o Follow up on missing, expired, or inconsistent information.
o Maintain vendor status records and coordinate approval recommendations with the Procurement Manager.
• Master Vendor Database
o Assist with developing and maintaining the Procurement Master Vendor Database.
o Create and update accurate vendor profiles and classifications.
o Identify and resolve duplicate, outdated, or incomplete records.
o Maintain vendor review and verification dates.
o Prepare vendor reports and listings as required.
• Vendor Documentation & Compliance
o Collect and maintain required vendor documentation, including registrations, tax/VAT, banking, insurance, licenses, certifications, and other required records.
o Monitor document expiration dates and follow up for renewals.
o Maintain vendor compliance records and escalate significant gaps or concerns.
• Vendor Due Diligence
o Conduct preliminary vendor checks in accordance with established procurement procedures.
o Review vendor information for discrepancies and assist with reference and verification checks.
o Maintain confidential vendor due diligence records and escalate concerns to management.
• Vendor Communication
o Serve as the primary administrative contact for vendors during registration and vetting.
o Communicate requirements, respond to routine inquiries, and follow up on outstanding information.
o Maintain professional vendor relationships while ensuring procurement requirements are followed.
• Procurement Support
o Provide administrative support to the Procurement Department and assist with procurement records, reports, and supplier information.
o Support procurement audits by retrieving vendor documentation.
o Maintain organized electronic and physical procurement files.
o Assist with special procurement projects and initiatives as required.
• Adherence to all Company Policies and Procedures
• To share and promote our Company ‘Values’
QUALIFICATIONS & SKILLS REQUIRED:
• Associate’s degree, Diploma, or equivalent qualification in Procurement, Supply Chain Management, Business Administration, Finance, or a related field preferred.
• Experience with vendor registration, supplier databases, procurement systems, or document verification is an asset.
• Experience handling vendor records or procurement documentation is an advantage.
• Strong knowledge of administrative and procurement processes.
• Excellent attention to detail.
• Strong data-entry and database management skills.
• Proficiency in Microsoft Excel, Word, Outlook, and other relevant systems.
• Strong document-management and organizational skills.
• Excellent written and verbal communication skills.
• Strong follow-up and coordination abilities.
• Ability to identify inconsistencies or missing information.
• Ability to handle confidential business and financial information.
• Ability to manage multiple vendors and deadlines simultaneously.
• Strong analytical and problem-solving skills.
READY TO JOIN THE TEAM?
Qualified candidates should submit their resume via email at vacancies@gbshipyard.com or https://grandbahamashipyard.com/careers/
Only shortlisted applicants will be contacted. ∣ CLOSE DATE: October 16th, 2026