Job Summary:
The Vendor and Contract Manager is a mid-level position supporting NewEdge Capital Group’s (“NECG”) Vendor Management processes by coordinating and monitoring all aspects of the vendor lifecycle from onboarding through ongoing oversight and termination. This role resides within Legal and will collaborate closely with Accounting and Compliance to ensure timely processing, accuracy, and documentation of vendor due diligence, aligning with regulatory requirements and internal policies. The Vendor and Contract Manager will serve as the primary point of coordination for vendor intake, status tracking, and oversight of all vendor relationships.
The Vendor and Contract Manager will actively manage the contract lifecycle process, responsible for reviewing vendor contracts to identify risk, ensuring compliance with internal policies and requirements, escalating issues to Legal counsel as appropriate, and ensuring contracts are properly executed and stored.
The ideal candidate will bring experience from a mature vendor and contract management environment and leverage that experience to recommend practical improvements, standardize processes, and promote best practices across NECG.
This position is an individual contributor with no direct reports. As NECG’s vendor and contract management function evolves, the role has the opportunity to expand in scope and leadership responsibilities.
Key Responsibilities:
Vendor Onboarding and Intake
- Own and maintain the vendor management framework and procedures to ensure alignment with industry’s best practice and organizational needs.
- Maintain the vendor management system for completeness and accuracy.
- Promptly assign vendor requests, maintaining accurate data in vendor management system.
- Review vendor submissions for completeness and promptly communicate “Not in Good Order” (NIGO) items.
- Promptly complete vendor due diligence requests, if in good order.
- Ensure vendor profiles are accurately established in the vendor management system (e.g., Venminder).
- Coordinate with Finance, Legal, Compliance, and Information-Security to ensure timely completion of due diligence and contracting.
Contract Review and Compliance
- Coordinate the end-to-end contract administration process from intake through execution, renewal, amendment, and termination.
- Assist in developing and maintaining comprehensive vendor contract compliance policies, procedures, and internal controls to ensure adherence to regulatory requirements, corporate governance standards, and industry best practices.
- Review incoming vendor contracts for completeness, internal consistency, and conformance with NewEdge’s standard contractual requirements, escalating non-standard, missing, or problematic provisions to in-house Legal counsel for resolution.
- Ensure that specific vendor contracts contain required provisions under applicable regulatory frameworks, including data security and breach notification obligations under Regulation S-P and related rules governing registered investment advisors and broker-dealers.
- Coordinate to maintain and apply a library of standardized contract templates and preferred terms tailored to business needs to guide and facilitate efficient vendor contract review.
- Coordinate with in-house Legal counsel to support negotiation of vendor agreements, including preparing redlines, organizing version histories, and managing document distribution.
- Confirm all vendor contracts name the correct NewEdge contracting entity based on the services and affiliate structure involved.
- Coordinate and control execution of vendor contracts using electronic (e.g. Adobe or DocuSign) or manual signature methods, ensuring signatures are routed only to authorized signatories.
Ongoing Oversight
- Track and maintain appropriately versioned contracts and other documentation for all active vendors, including subsidiary entities, in a centralized repository. Related to contracts, this includes status, expiration dates, renewal windows, status of active negotiations and redlines, and any other open items through and post execution.
- Monitor document life cycle (SOC reports, insurance, BCPs, cybersecurity questionnaires) and initiate renewals 30 days prior to expiration.
- Support periodic risk reviews and audits, and ensure evidence of monitoring activities is appropriately stored.
- Monitor vendor performance, service-level compliance, and risk exposure throughout the vendor lifecycle.
- Identify opportunities for vendor and contract process improvements and support efforts to implement approved changes.
- Initiate annual critical vendor assessments.
- Monitor contract expiration dates and coordinate timely renewal or termination activities.
- Offboard vendors at the end of their lifecycle.
Skills & Qualifications:
- Bachelor’s degree in business, Finance, Risk Management, Accounting, Legal Studies, or related field, or comparable work experience. Paralegal or procurement background preferred, especially experience in a corporate in-house department or financial services, including banking.
- 2 – 7 years’ experience in: risk management, compliance, contract governance, or vendor management in financial services or a regulated industry. Experience with vendor risk management systems and third-party due diligence processes preferred. Comparable experience considered.
- Ability to manage multiple requests simultaneously while meeting deadlines.
- Experience working within a structured vendor and contract management environment.
- Experience working with contract databases, document repositories, electronic signature platforms and ERP or accounting platforms.
- Ability to interpret and apply vendor management policies, procedures, and service level agreements (SLAs).
- Skilled in prioritizing work in a high-volume, deadline-driven environment.
- Familiarity with vendor risk tiering (critical, high, medium, low) and related oversight requirements.
- Strong attention to detail and project coordination skills.
- General skills: data entry, communication, attention to detail, analytical, ability to manage multiple projects/responsibilities, and willingness to learn new responsibilities and subject matters.
- Strong compliance background and adherence to standards; ability to persuade the business to abide by all vendor and contract controls and identify process or compliance gaps.
