Vendor Management Specialist

Position Summary

The Vendor Management Specialist coordinates and maintains Neumo’s vendor registration, vendor packets, business licenses, corporate information, and procurement documentation. The role sits within Finance / Procurement Operations, reports to the SVP, Legal and Contracts, and supports the infrastructure required for Neumo to do business with government and public-sector customers at scale.

This position supports Sales, Customer Success, Proposal Operations, Finance, Procurement, Legal, and other internal teams by responding to high-volume requests for vendor packets, supplier registrations, procurement portal submissions, business licenses, revenue and tax information, insurance documentation, and related materials.

The ideal candidate is highly organized, detail-oriented, process-driven, and comfortable working across multiple systems, portals, and stakeholder groups. This is an administrative and operational support role (not strategic sourcing or vendor negotiation) requiring accuracy, confidentiality, follow-through, and sound escalation judgment.

Key Responsibilities

Government Customer Vendor Packet Support

• Coordinate, accurately and timely complete, submit, and track government customer vendor packets, supplier onboarding forms, procurement portal registrations, and related documentation requests.

• Respond to standard customer requests for W-9s, ACH/payment information, certificates of insurance, entity information, tax forms, business licenses, corporate details, and other procurement materials.

• Maintain records of completed vendor packets, portal credentials, recurring customer requirements, submitted documentation, and pending follow-up items.

• Review incoming requests to identify missing information, unusual terms, non-standard certifications, security questionnaires, revenue disclosures, or other items requiring escalation.

Corporate Information, Registrations, and Procurement Portal Maintenance

• Maintain accurate corporate information across SAM.gov, state and local procurement portals, cooperative purchasing platforms, channel partner systems, and other vendor management platforms.

• Coordinate updates to company profiles, entity details, addresses, tax and banking information, points of contact, certifications, business classifications, and other required corporate data.

• Coordinate with Finance, Legal, Tax, Security, Insurance, Procurement, and executive stakeholders to confirm accuracy before submitting updates, certifications, filings, or corporate profile changes.

• Maintain documentation of submitted filings, profile updates, approvals, and supporting materials; escalate items involving legal certifications, government representations, ownership or financial disclosures, compliance attestations, or non-standard procurement terms.

Business License and Registration Administration

• Support the administration, renewal, and tracking of business licenses, local registrations, and related public-sector operating requirements.

• Maintain a centralized tracker of license obligations, filing deadlines, renewal dates, jurisdictional requirements, fees, and supporting documentation.

• Coordinate with Finance, Tax, Legal, and external advisors to gather required information for filings, renewals, and customer documentation requests.

• Support research and intake for new business license requirements triggered by customer contracts, RFPs, new jurisdictions, channel partner requirements, or operational expansion.

Revenue, Finance, Proposal, and Procurement Support

• Support approved requests for revenue-related or company information required for vendor registration, customer onboarding, procurement documentation, channel partner submissions, or public-sector reporting.

• Coordinate internally to obtain accurate revenue, tax, payment, insurance, banking, and entity information from the appropriate source of truth; maintain records of what was provided, to whom, when, and for what purpose.

• Support Proposal Specialists by gathering standard vendor documentation, business licenses, certificates, registrations, and other materials for RFPs, bids, renewals, and procurement submissions.

• Maintain a library of commonly requested vendor documents, procurement registrations, and standard company materials for reuse in proposals, portals, partner platforms, and customer onboarding.

• Provide administrative support for internal procurement, including vendor onboarding, supplier file organization, intake tracking, record maintenance, and routing requests based on risk, spend, data access, or certification requirements.

Process, Systems, and Escalation Management

• Maintain trackers, shared repositories, ticket queues, intake forms, and workflow tools used to manage vendor packet, business license, registration, and procurement documentation requests.

• Develop and maintain SOPs, checklists, templates, and job aids for recurring vendor management, procurement portal updates, and customer documentation processes.

• Identify bottlenecks, duplicate requests, outdated materials, missing documentation, expired registrations, and opportunities for templates, automation, or self-service.

Required Qualifications

• 2+ years of experience in vendor management, procurement operations, finance operations, customer operations, contract administration, sales operations, proposal support, business licensing, government contracting support, or a related administrative function.

• Experience with high-volume documentation, form completion, vendor/customer onboarding, procurement, or portal-based submission processes.

• Strong administrative, organizational, follow-up, quality-control, written communication, and verbal communication skills.

• High attention to detail and ability to accurately complete complex forms, portals, and documentation packages while managing multiple deadlines and stakeholders.

• Ability to handle sensitive financial, tax, banking, insurance, customer, and company information with discretion.

• Proficiency with Microsoft Office (Excel, Word, Outlook, SharePoint, Teams), Google Workspace, or similar tools, and ability to learn procurement portals, CRM, CLM, ERP, and ticketing systems.

• Associate’s or Bachelor’s degree in Business Administration, Finance, Accounting, Procurement, Legal Studies, Public Administration, or a related field preferred but not required.

Preferred Qualifications

• Experience working with state, local, or public-sector customers, including government procurement portals, vendor registration platforms, SAM.gov, GSA, cooperative purchasing platforms, or public-sector documentation processes.

• Experience supporting SaaS, technology, payments, managed services, professional services, or GovTech organizations.

• Familiarity with standard vendor packet materials (W-9s, ACH forms, certificates of insurance, business licenses, tax forms, banking documentation, and compliance questionnaires).

• Experience with Salesforce, Ironclad, Intacct/Sage Intacct, SharePoint, or similar systems.

Success Measures

Success will be measured by timely completion of vendor packets and registrations; reduced delays in onboarding, renewals, invoicing, and payment setup; accurate business license and procurement portal tracking; improved documentation organization; strong internal stakeholder satisfaction; consistent escalation of non-standard requests; and improved audit readiness across vendor and supplier records.

Compensation

The expected base salary range for this role is $65,000 to $82,000 annually, with a target hiring range of $68,000 to $76,000, depending on experience, location, skills, systems familiarity, public-sector procurement experience, and internal equity. Candidates located in or near Centreville, Virginia / Northern Virginia are preferred, though the role may be performed remotely within the United States.

Working Environment

This is a remote or hybrid role depending on company needs. The position requires frequent use of computer systems, customer portals, workflow tools, and virtual meetings. Occasional work outside standard business hours may be required to support urgent onboarding, procurement, or payment-related deadlines.

Equal Employment Opportunity

Neumo is an equal opportunity employer. Employment decisions are based on qualifications, merit, business needs, and applicable law.