Specialist Vendor Data Compliance Management

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What this job involves:

The role supports procurement and vendor management operations through non-client-data administrative functions. This position focuses on vendor compliance management security clearance coordination contract administration and process improvement initiatives that enhance operational efficiency while maintaining strict data security protocols.

Key responsibilities include:

Certificate of Insurance (COI) & Vendor Compliance

Process BAU COI requests through PEGA (approx. 340 annually).

Manage VIP programme compliance for China India and Vietnam.

Dedicated NSW Police proactive monitoring and reporting.

Conduct annual vendor compliance audits across all APAC accounts.

Perform quarterly compliance checks for high-risk vendors.

Develop and maintain vendor risk scoring models.

Collect insurance certificates using standardized processes across all accounts.

Generate and escalate compliance exception reports.

Maintain the vendor qualification database.

Monthly check for vendors with insurance expiring within 3 months:

Run Corrigo reports on expired insurances.

Issue requests to vendors for updated certificates.

Verify Public & Product Liability coverage (min. $20M) and state-specific Workers Compensation.

Update Corrigo and DOSC tickets with certificate dates.

Manage licence compliance:

Labour hire licences for security and cleaning vendors obtain verify log expiry centrally.

Specialist licences (e.g. master locksmith electrical plumbing) obtain verify log expiry centrally.

Follow up on HSSE questionnaire completion in Jaggaer including prequalification support.

Monitor expanded compliance in Aravo ensuring all questionnaires completed.

Track ongoing compliance with insurances licences modern slavery requirements police checks and declaration of compliance.

Manage regional compliance escalation processes for exception reporting and ensure remediation within defined SLAs

Contract Administration & Management

Upload configure and maintain post-signature contracts in Jaggaer.

Process amendments updates and terminations.

Maintain accurate mapping of client incumbent vendor details in JLLs regional vendor tracker.

Create country-specific vendor trackers using standard templates.

Coordinate with Country Procurement teams for timely data updates.

Perform regular quality checks for vendor documentation integrity.

Develop procurement process documentation.

Manage contract clause library.

Support Aravo integration ensuring vendor and contract data alignment and timely validation

Project Creation & Client Registration

Create and manage project codes in Jaggaer.

Conduct OVCID verification and client onboarding.

Manage user access and provide Level 1 platform support.

Vendor Code of Conduct certification management.

Monitor supplier risk methods and develop/manage supplier risk tiering matrix.

Conduct supplier qualification financial viability assessments legal searches subcontracting reviews and spot audits.

Process new project setup and client registration requests within agreed SLAs (typically within 48 hours of receipt

Supplier Performance Management (SPM)

Create and maintain quarterly supplier performance scorecards.

Collect vendor feedback and measure satisfaction.

Manage annual rate card updates and adjustments.

Analyse vendor performance metrics and produce reports.

Oversee vendor communication and relationship management.

Implement escalation procedures for critical issues.

Prepare vendor meeting materials.

Maintain performance dashboards and reporting.

Transition Support & Onboarding

Manage vendor onboarding during regional transitions.

Launch and track Jaggaer RFIs chase supplier responses and produce compliance reports.

Utilise structured 16-section questionnaires for vendor evaluation.

Provide specific templates for China and expand to Japan/Korea markets.

Ensure vendor onboarding packs are sent and completeness verified.

Log new vendor registration requests in Aravo.

Manage Aravo questionnaire completion during transitions.

Provide onboarding support both for Transition projects and BAU vendor activities under the Aravo platform

Security Clearance Administration

Assist vendors with AGSVA Baseline and other security clearance applications

Track security clearance status and renewal requirements

Coordinate with security teams on clearance documentation

Maintain security clearance databases and reporting

Support security compliance training coordination

Contract Administration

Maintain contract registers and renewal calendars

Process contract amendments and extensions (non-commercial terms)

Support contract template development and standardisation

Coordinate contract execution processes

Manage contract document version control

Create automated renewal notification systems with escalating reminders

Develop contract performance monitoring frameworks and KPI tracking

Establish contract risk assessment procedures for amendments and extensions

Maintain detailed contract modification logs with approval workflow tracking

Create contract template libraries with version control and approval matrices

Administer and maintain procurement technology platforms (Jaggaer & Aravo)

Process Improvement & Data Management

Develop and maintain procurement process documentation

Create and update vendor management procedures

Support dashboard development and maintenance

Conduct data analysis on vendor performance metrics (non-client specific)

Identify process automation opportunities

Develop automated reporting capabilities to reduce manual data compilation

Coordinate process automation and data integrations across Jaggaer Corrigo and Aravo to improve reporting accuracy and system alignment

Standardisation & Templates

RFP/RFQ template development and maintenance

Standard operating procedure documentation

Contract clause library management

Procurement forms and checklist creation

Create vendor onboarding guides and compliance checklists

Maintain procurement knowledge base and FAQ resources

Administrative Support

Schedule and coordinate vendor meetings and reviews

Prepare meeting materials and documentation

Maintain procurement filing systems and archives

Support procurement team with administrative tasks

Generate standard reports and communications

Vendor Communication & Relationship Management

Create vendor feedback collection systems and satisfaction measurement frameworks

Develop escalation procedures for critical issues with clear response timeframes

Key skills

Strong attention to detail and organisational skills

Intermediate Excel and database management

Understanding of contract principles and compliance requirements

Excellent written and verbal communication skills

Ability to manage multiple priorities and deadlines

Process improvement mindset

Experience with vendor management systems preferred

COI processing accuracy and SLA compliance rates.

Timeliness of vendor compliance audits and exception resolution.

Vendor insurance and licence renewal completion before expiry dates.

Accuracy of vendor qualification database and tracker updates.

Service delivery performance against defined SLAs across all APAC functions.

Completion rate of transition onboarding and Aravo questionnaire tasks.

Supplier performance reporting and end-user satisfaction.

Team KPI and SLA adherence rates.

System data integrity and process documentation currency.

Employee specification

2 years experience in contract administration vendor management or procurement support in Australia

Experience with compliance management and documentation

Understanding of security clearance processes (Preferred)

Ability to work independently in an offshore environment

Strong English language skills

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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