Vendor Onboarding & Risk Specialist

Job Type:  Full-time | Location: Remote TX | Department:  Procurement | Reporting to:  Procurement Manager| Work Location Type:  #remote

The Vendor Onboarding & Risk Specialist owns the end-to-end vendor onboarding process, ensuring that new and existing suppliers are qualified, documented, and approved in line with company policy before work is awarded or purchase orders are issued.

This role is responsible for coordinating vendor prequalification, non-disclosure agreements (NDAs), insurance and safety verification, financial and sanctions screening, and vendor master activation. The Specialist maintains the vendor risk register, monitors compliance status through the life of the supplier relationship, and ensures onboarding records are complete, current, and audit-ready.

With 100% renewable energy, we build, own and operate our data centers and take pride in being at the forefront of sustainable solutions for the ever-evolving applications of high-performance compute. We believe that human progress is invaluable, but it should be done in the right way – responsibly, sustainably and having a positive impact on the communities we operate in.

• 3–5 years of experience in vendor onboarding, supplier compliance, procurement, contracts administration, risk, or audit support.
• ·Experience coordinating due diligence, prequalification, or approval workflows involving multiple internal stakeholders and external parties.
• Working knowledge of NDAs, certificates of insurance, and contractor safety prequalification requirements.
• Strong organizational skills with demonstrated ability to manage registers, deadlines, renewals, and a high volume of open requests.
• High attention to detail and comfort reviewing legal, financial, and compliance documentation.
• Proficiency in Microsoft Excel, SharePoint, Teams, and standard business systems.
• Strong communication skills, including the ability to follow up professionally with vendors and escalate issues when required.
• Ability to maintain confidentiality and handle sensitive commercial, legal, and supplier information appropriately.
• Preferred:
• Experience in construction, engineering, energy, utilities, mining, data centre, or industrial operating environments.
• Familiarity with third-party risk management frameworks, sanctions screening tools, or supplier compliance platforms (e.g., ISNetworld, Avetta, ComplyWorks).
• Understanding of contractor safety management requirements, including WorkSafeBC or equivalent provincial regulations.
• Working knowledge of ERP or procure-to-pay systems (SAP, NetSuite, Dynamics 365, Coupa, or similar).
• Post-secondary education in business, supply chain, law, or risk management, or progress toward a relevant designation, would be an asset.

• Own the intake, coordination, tracking, and closeout of new vendor and vendor change requests from initial request through approval and system activation.
• Determine the required level of due diligence based on spend, scope, site access, criticality, and commercial or safety risk, and confirm required reviewers and approvers.
• Issue and collect vendor onboarding packages, including registration forms, banking and tax details, insurance certificates, safety documentation, and compliance attestations.
• Follow up with vendors and internal stakeholders on outstanding items and escalate delayed or blocked onboardings to the Procurement Manager.
• Coordinate vendor master setup and changes with Finance and Procurement once all approvals and documentation are complete.
• NDAs & Onboarding Agreements
• Coordinate the issuance, tracking, negotiation support, and execution of NDAs and other onboarding agreements using approved templates and Legal guidance.
• Maintain the NDA register, including counterparties, effective and expiry dates, scope, and status, and ensure executed copies are filed and retrievable.
• Confirm that an executed NDA is in place before confidential information is shared with prospective or existing suppliers.
• Flag non-standard terms or vendor redlines to Legal and track resolution through signature.
• Prequalification, Insurance & Safety Compliance
• Administer the vendor prequalification process, including collection and review of safety programs, incident statistics, certifications, licences, and WorkSafeBC or equivalent clearance letters.
• Verify certificates of insurance against company requirements (coverage types, limits, additional insured, and expiry dates) and track renewals.
• Coordinate HSE review and approval of contractors requiring site access, and maintain the approved contractor list.
• Monitor expiring documents and prequalification status, and notify vendors and internal stakeholders ahead of lapses.

• Perform sanctions, adverse media, corporate registry, and financial health screening on new and high-risk vendors and document the results.
• Coordinate IT / Cybersecurity, privacy, and data-handling assessments for vendors that will access company systems or data.
• Maintain the vendor risk register, including risk ratings, mitigation actions, owners, and review dates.
• Support periodic re-assessment of critical, high-spend, and high-risk vendors and recommend changes to approval status.

• Maintain vendor onboarding, NDA, prequalification, insurance, and risk registers in SharePoint and the ERP / procurement system. Ensure vendor files are complete, consistently named, version controlled, and retained in accordance with internal policy and audit expectations.
• Provide regular reporting on onboarding pipeline status, cycle times, compliance exceptions, expiring documents, and open risk actions.
• Support internal and external audits by retrieving vendor due diligence evidence and approval records when required.

• Act as the central point of contact for internal requestors and vendors on onboarding requirements, timelines, and status.
• Develop and refine onboarding forms, checklists, templates, vendor guides, and process documentation.
• Identify opportunities to simplify, standardize, and automate onboarding and compliance workflows.
• Support vendor performance reviews and offboarding of inactive or non-compliant vendors.

• Actual compensation will be determined based on factors such as experience, qualifications, and market data for the region.
• Total Compensation package may be inclusive of annual incentive bonus, and equity (long-term incentive)
• Relocation assistance (as appliable and based on successful candidate circumstances)]

• Medical, dental, and vision insurance coverage – 100% company paid for employees and dependents
• Company-paid life and disability insurance
• Voluntary life and critical illness coverage available
• Employee Assistance Program and virtual health care platform

• RRSP with company match
• Voluntary TFSA

• 3 weeks annually for vacation and paid holidays
• Flexible work arrangements (remote/hybrid) – for some roles

• Opportunities for advancement and internal mobility
• Training and personal development opportunities

• Company events and team-building activities