Vendor Administration Specialist

Job Title: Vendor Administration Specialist Job Description The Vendor Administration Specialist provides dedicated administrative support to the Procurement team by managing vendor onboarding, contract administration, and records management. This role focuses on maintaining accurate vendor and contract data, supporting system administration activities, and ensuring smooth operational processes so that the Procurement Manager can concentrate on strategic initiatives. The position offers meaningful exposure to procurement, purchasing, and contract management, with clear opportunities for long-term career growth. Responsibilities

- Provide proactive administrative support to the Procurement Manager and the broader Procurement team.
- Onboard new vendors by collecting required information, completing documentation, and ensuring timely setup in company systems.
- Perform system administration and data entry activities related to vendors, contracts, and procurement records.
- Support contract documentation and coordination, including preparing, organizing, and routing documents for review and approval.
- Upload and maintain contracts and related documents within company systems, including ERP and contract lifecycle management platforms.
- Manage contract filing, record keeping, and document retention to ensure documents are stored, organized, and easily retrievable.
- Ensure vendor and contract records remain accurate, complete, and up to date across all relevant systems.
- Collaborate with finance, procurement, and other cross-functional stakeholders to support purchasing and contract-related activities.
- Assist with clerical and administrative tasks such as data entry, document tracking, and general administrative support for the department.
- Identify and share process improvement ideas to enhance efficiency and accuracy in vendor and contract administration.
- Interact professionally with executives and cross-functional stakeholders when gathering information, coordinating documentation, or resolving questions.

Essential Skills

- Minimum 3 years of experience in one or more of the following areas: Purchasing, Contract Administration, Contract Coordination, or related administrative support roles.
- Knowledge of contract administration processes and documentation.
- Basic understanding of contracts, their purpose, and the contract lifecycle management process.
- Experience working with ERP (Enterprise Resource Planning) systems.
- Experience working with CLM (Contract Lifecycle Management) systems.
- Proficiency with Microsoft Office, including Microsoft Excel, Word, and PowerPoint.
- Strong clerical and data entry skills with high attention to detail and accuracy.
- Experience providing administrative support in a professional office environment.
- Strong communication and interpersonal skills, both written and verbal.
- Professional, personable, and approachable demeanor.
- Comfort interacting with executives and cross-functional stakeholders.
- Ability to work effectively with people from diverse cultures and backgrounds.
- Willingness to learn and actively contribute ideas for process improvement.

Additional Skills & Qualifications

- Education: Associate degree, or at least 60 college credit hours with demonstrated progress toward a Bachelor's degree.
- Experience with NetSuite ERP is preferred.
- Experience with Ironclad or similar contract management software is preferred.
- Experience in procurement, purchasing, or finance-related environments is beneficial.
- Experience with contract development, contracts administration, and contract management software.
- Ability to manage multiple tasks and priorities in a fast-paced department.
- Strong organizational skills with the ability to maintain structured filing and document retention systems.
- Interest in long-term career growth in areas such as procurement, purchasing, buyer roles, vendor administration, or contract management.
- Comfort working in a collaborative team environment with approximately 20 employees in the department.

Work Environment This is an in-office role based in a professional office setting, with standard hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. The Vendor Administration Specialist will have an individual office within the main office facility and will work closely with a core immediate team of three team members plus a manager, as part of a larger department of approximately 20 employees. The environment is collaborative and process-driven, with regular use of ERP systems, contract lifecycle management tools, and Microsoft Office applications. The role supports a culture that values professionalism, open communication, respect for diverse backgrounds, and continuous improvement, and offers multiple advancement opportunities as the department continues to grow.
Job Type & Location
This is a Contract to Hire position based out of San Antonio, TX.
Pay and Benefits
The pay range for this position is $30.00 - $32.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract to Hire position based out of San Antonio, TX.
Application Deadline
This position is anticipated to close on Nov 24, 2026.
Workplace Type
This is a fully onsite position in San Antonio,TX.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.