Global Vendor Onboarding Administrator

Bain & Company is recognized as one of the top international management consultancy firms. We assist major corporations worldwide with strategy formulation, acquisitions, organizational design and performance improvement. In 2015, Bain & Company opened the Global Business Services (GBS) Center in Warsaw, in order to provide the best-in-class internal support, efficiently and professionally, to both leadership and consulting teams in Bain offices across Europe, the Middle East and Africa.

The Global Vendor Onboarding Administrator will be a pivotal member of our Global Procurement & Payment function, responsible for managing and streamlining the onboarding process for our global vendor network. This role involves working cross-functionally with legal, compliance, finance, and procurement teams to ensure vendors meet all required standards and are set up for success in our organization. The ideal candidate will have strong communication skills, an eye for detail, and experience in managing complex vendor relationships across various regions. 

Responsibilities:

•    Vendor Onboarding Process Management 

Implement, and refine the vendor onboarding process globally, ensuring compliance with all organizational and regional requirements. 

Oversee and execute the onboarding lifecycle from initial engagement through to system integration and activation, collaborating with stakeholders to ensure smooth transitions. 

Ensure new vendors meet all required standards and pass necessary compliance checks, including legal, financial, and operational assessments. 

Adhere to defined SLA for activities designed during supplier management include new & existing suppliers. 

Ensure accuracy and timeliness of completion for supplier management support tickets/incidents and escalations routed. 

•    Cross-Functional Collaboration 

Work closely with the legal and compliance teams to conduct due diligence, manage documentation requirements, and address any onboarding risks. 

Acting as liaison with Accounts Payable regarding supplier database issue. 

Partner with procurement to ensure a seamless integration of new vendors into the supply chain and meet strategic sourcing objectives. 

•    Vendor Relationship Management 

Serve as the primary point of contact for new vendors, addressing questions and ensuring a positive onboarding experience. 

Proactively resolve any onboarding issues, escalating as necessary to ensure smooth operations. 

•    Data and Compliance Management 

Maintain accurate and up-to-date records of all vendor onboarding activities in the system, ensuring full compliance with company policies and regional regulations. 

Monitor and track key performance indicators (KPIs) related to the onboarding process, identifying areas for improvement and implementing solutions. 

Conduct regular audits to verify vendor compliance and rectify any discrepancies in a timely manner. 

Perform quarterly / half-yearly reporting (duplicate supplier check, inactive suppliers) to maintain supplier master data. 

•    Process Improvement and Optimization 

Identify opportunities to streamline and improve the vendor onboarding process, contributing to overall efficiency and effectiveness. 

Stay updated on best practices, industry standards, and regional regulatory changes to ensure ongoing compliance and quality in vendor relationships. 

Implement and leverage tools, systems, and automation to enhance the onboarding experience and operational efficiency.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Supply Chain Management, or a related field. A Master's degree or professional certification in procurement or vendor management is a plus. 
• 3-5 years of experience in vendor onboarding, procurement, or vendor management, preferably in a global or multi-national organization. 
• Familiarity with vendor compliance, risk assessment, and regulatory requirements in key markets. 
• Proven experience in cross-functional collaboration, with the ability to work effectively with legal, finance, and operational teams. 
• Strong communication skills with the ability to build relationships with internal teams and external vendors. 
• Excellent organizational and project management skills, with keen attention to detail. 
• Proficiency in vendor management systems (e.g., SAP, COUPA or Ariba) and Microsoft Office Suite. 
• Ability to adapt to changing processes and a dynamic, fast-paced environment. 
• English C1 level, German B2 will be an asset 
• A proactive problem-solver with a customer-service mindset and a passion for process improvement. 
• Culturally sensitive and adaptable to working with vendors and colleagues from diverse backgrounds. 

We offer:

• Be part of a dynamic, global team dedicated to creating high-quality, efficient supply chains. 
• Opportunity to shape the future of vendor onboarding in a company that values innovation and continuous improvement. 
• Comprehensive onboarding and trainings
• A very friendly working environment
• Hybrid work (40% time work in office, 60% time work from home)
• Daily work with English and/or other foreign languages
• Beautiful office in Warsaw city center (al. Jana Chrystiana Szucha) with fully stocked office cafeteria
• Very abundant benefit package: private medical care & dental care, multisport card, yoga classes, life insurance, employee referral program, technology & ergonomics allowance, video game room, leisure zone.
• Integration activities, lunches, dinners and Offsite trips

WHAT MAKES US A GREAT PLACE TO WORK: 

We are proud to be consistently recognized as one of the world's best places to work, a champion of diversity, and a model of social responsibility. We are currently ranked the #1 consulting firm on Glassdoor’s Best Places to Work list, and we have maintained a spot in the top four on Glassdoor's list for the last 15 years. We believe that diversity, inclusion, and collaboration is key to building extraordinary teams. We hire people with exceptional talents, abilities, and potential, then create an environment where you can become the best version of yourself and thrive both professionally and personally. We are publicly recognized by external parties such as Fortune, Vault, Mogul, Working Mother, Glassdoor, and the Human Rights Campaign for being a great place to work for diversity and inclusion, women, LGBTQ, and parents.