Job Description

Vendor Onboarding Specialist

Department: Vendor Management

Employment Type: Full Time

Location: Romania

Reporting To: Burke Cowley

At Utilities One, we are driven by innovation, operational excellence, and a commitment to building the future of critical infrastructure. As a trusted turnkey solutions provider across telecom, power, water, renewable energy, and data center sectors, we deliver high-quality services that connect and empower communities. In addition to our core operations, we offer specialized consulting services that help our clients design, optimize, and execute complex infrastructure projects with confidence and precision. We believe our greatest strength is our people — a team of dedicated professionals who bring expertise, collaboration, and integrity to everything they do. Join us and become part of a growing organization where your contributions make a meaningful impact.

We are looking for an Vendor Onboarding Specialist who can be responsible for moving prospective vendors through the onboarding process from initial submission to activation readiness. This role reviews incoming vendor submissions, communicates requirements, coordinates document collection, and ensures onboarding files are complete, organized, and ready for audit review.

This position plays a key role in helping the business build vendor capacity quickly and correctly by keeping the onboarding pipeline moving, reducing delays, and maintaining high standards for compliance and documentation. The Vendor Onboarding Specialist also supports activation readiness by assisting in the creation of initial vendor scorecards and tier assignments once onboarding is complete.

Key Responsibilities

• Manage the end-to-end vendor onboarding process from initial submission through activation readiness
• Review incoming vendor applications and documentation for completeness, accuracy, and compliance
• Communicate onboarding requirements clearly to vendors and guide them through each step of the process
• Coordinate collection of required documentation (e.g., contracts, compliance forms, certifications)
• Track onboarding progress, follow up on outstanding items, and ensure timelines are met
• Maintain organized, audit-ready vendor files and documentation records
• Identify gaps, inconsistencies, or risks in vendor submissions and escalate when necessary
• Collaborate with internal teams (operations, compliance, vendor management) to ensure smooth onboarding flow
• Help reduce onboarding delays by proactively managing bottlenecks and driving follow-ups
• Support vendor activation readiness by assisting in initial vendor scorecard setup and tier classification
• Ensure adherence to internal processes, compliance standards, and documentation requirements

Skills, Knowledge and Expertise

• Experience in onboarding, vendor management, compliance coordination, contract administration, operations support, or a similar process-driven role
• Strong organizational skills with the ability to manage multiple vendors at different onboarding stages simultaneously
• Strong English written and verbal communication skills
• Comfortable communicating with vendors via phone and email
• High attention to detail with the ability to review documents for accuracy and completeness
• Ability to track follow-ups, deadlines, and outstanding requirements effectively
• Strong documentation discipline and process-oriented mindset
• Ability to work within structured workflows while maintaining efficiency and pace
• Comfortable using spreadsheets, tracking systems, shared databases, or workflow tools
• Ability to identify bottlenecks and escalate issues appropriately
• Professional, responsive, and service-oriented approach when working with internal teams and external vendors

Working schedule:
From 3PM-11PM RO Timezone.

Benefits

• Being part of an international, dynamic work environment;
• Professional development (seminars, courses);
• Medical Insurance (MedLife);
• Opportunity to work in a fast-growing international company with significant impact in its industry;
• 7Card.