Vetting Coordinator

Role purpose

The Vetting Coordinator – Revenue Integrity is responsible for coordinating subcontractor vetting activity for the business, ensuring required information, documentation, screening steps and approvals are completed accurately and in line with agreed procedures so subcontractors can be engaged in a timely and controlled manner.

The role manages vetting cases from initial request through completion, liaising with subcontractors and internal stakeholders to gather and validate required documentation, maintain accurate records and follow up outstanding actions. This includes corporate, banking, tax, insurance and compliance-related information and other documentation required under the applicable vetting process.

Working closely with the Team Lead – Continuous Improvement & Subcontractor Vetting and colleagues across the business and Compliance, the Coordinator ensures vetting cases continue to progress, records remain complete and current, and issues requiring further review or specialist judgement are identified and escalated promptly.

Role tasks and responsibilities

 Coordinate subcontractor vetting cases from initial request through completion, ensuring required steps, documentation and approvals are completed in line with agreed procedures and risk categories.
 Liaise directly with subcontractors and internal stakeholders to request information, clarify requirements, follow up outstanding items and keep vetting activity progressing.
 Gather, review and validate required vetting documentation, including questionnaires, corporate and legal entity information, tax and banking details, insurance certificates, screening outputs, policies and other supporting records.
 Check submissions for completeness, consistency and accuracy, identifying missing, expired or conflicting information and following up until requirements have been satisfied.
 Maintain complete and accurate subcontractor vetting records in GAN and central trackers, including vetting status, risk category, key dates, outcomes, approvals, expiry dates and re-vetting requirements.
 Monitor upcoming expiry and re-vetting requirements and coordinate follow-up activity to ensure subcontractor records remain current.
 Ensure required internal approvals are captured before vetting cases are closed and subcontractors progress to engagement.
 Escalate adverse findings, documentation issues, higher-risk cases or matters requiring Legal, Compliance or other specialist review to the Team Lead or appropriate function.
 Maintain clear and complete supporting evidence and audit trails for each vetting case.
 Support reporting on vetting volumes, status, ageing, completion times and outstanding actions, helping identify recurring documentation gaps or process bottlenecks.

 Relevant experience in client onboarding, vendor registration, client operations, business administration or a similar business-to-business operational environment.

 Familiarity with client procure-to-pay and transaction platforms such as Ariba, Coupa, LegalTracker, Oracle or similar systems preferred.

 Meticulous attention to detail and data accuracy, particularly when maintaining client profiles, company documentation, access records and billing requirements.

 Strong organisational skills, with the ability to manage multiple onboarding and portal requests simultaneously and follow outstanding actions through to completion.

 Proactive and persistent approach to case management, with a focus on keeping requests moving and resolving blockers promptly.

 Strong written and verbal communication skills, with the confidence to liaise directly with clients and colleagues across the business.

 Relevant experience in subcontractor or supplier onboarding, third-party vetting, compliance operations, procurement support, project operations or a similar administrative environment.

 Meticulous attention to detail, with the ability to review documentation carefully, identify missing or inconsistent information and maintain accurate records across multiple systems and cases.

 Strong organisational skills and the ability to manage multiple vetting cases simultaneously, follow up outstanding actions and ensure cases do not stall.

 Comfortable reviewing corporate, banking, tax, insurance and compliance-related documentation against defined requirements and procedures.

 Good judgement and the ability to recognise when an issue requires escalation rather than attempting to resolve matters outside the role’s authority.

 Strong written and verbal communication skills, with the confidence to follow up directly with subcontractors and internal stakeholders.

 Persistent and proactive approach to case management, with a strong sense of ownership for bringing outstanding activity through to completion.

 Experience maintaining clear audit trails, supporting documentation and accurate data within systems and trackers.

 Familiarity with GAN or similar third-party management, compliance, procurement or vetting systems preferred.