Vendor Operations Assistant

The Language Doctors, Inc., a leader in professional language services, is seeking a highly detail-oriented and proactive Vendor Operations Assistant to support our Vendor Coordination function.  

This role is ideal for individuals who thrive in structured, process-driven environments and take pride in delivering accurate, reliable, and high-quality work. You will play a key role in maintaining the integrity of vendor data and documentation, ensuring operational efficiency and compliance across systems. 

Essential Duties & Responsibilities: 

• Conduct regular audits of vendor records to ensure accuracy, completeness, and consistency across systems  

• Maintain, update, and organize internal databases, trackers, and centralized information repositories  

• Support data migration initiatives, ensuring proper formatting, integrity, and completeness of transferred data  

• Review vendor documentation to verify compliance with contractual, legal, and internal requirements  

• Assist with background check processes and maintain records in accordance with company policies and confidentiality standards  

• Identify data gaps, inconsistencies, and workflow inefficiencies; escalate findings and recommend improvements  

• Flag exceptions, anomalies, and non-standard cases for further review and resolution  

• Collaborate closely with the Vendor Coordinator to align on priorities, workflows, and operational needs  

• Develop a strong understanding of internal SOPs and vendor lifecycle processes to provide accurate and contextual support 

Experience & Skills Required:

• Proven ability to perform high-volume, detail-oriented administrative or data management tasks  

• Exceptional attention to detail with a strong focus on accuracy and quality control  

• Comfort working with repetitive, systematic processes while remaining attentive to exceptions and edge cases  

• Ability to handle sensitive and confidential information with discretion and professionalism  

• Strong analytical and critical thinking skills, with the ability to identify inconsistencies and process gaps  

• Proactive mindset with the ability to anticipate needs and take initiative  

• Excellent organizational and time management skills  

• Clear and professional written and verbal communication skills 

Technical Skills: 

• Advanced proficiency in Microsoft Excel (data organization, filtering, formulas, basic analysis) 

• Strong working knowledge of the Microsoft Office Suite (Word, Outlook, PowerPoint) 

• Experience with SharePoint and document management systems 

• Familiarity with file-sharing platforms such as ShareFile 

• Proficiency in handling Adobe tools and PDF documentation (editing, reviewing, organizing files)  

• Comfortable working across multiple systems and databases simultaneously 

The Language Doctors, Inc. is an equal-opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. 

Visit our website at www.thelanguagedoctors.org to learn more about us.