Vendor Information Management Specialist (WFH, Mining Industry Exp)

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Vendor Information Management Specialist (WFH, Mining Industry Exp)

Job Description:

• Track and manage the supply of electronic maintenance manuals.
• Maintain correspondence logs to document vendor communications.
• Manage electronic data within Configuration Document Management Systems (CDMS) and Computerised Maintenance Management Systems (CMMS).
• Perform light document control tasks.
• Collate and store vendor information in a structured and organised manner.
• Catalog and maintain an audit trail of all received documents.
• Compile and hand over complete document sets to the client at project completion.
• Ensure timely receipt of spare parts lists and related documentation.
• Coordinate with suppliers to obtain required information and quotes for spare parts.
• Distribute vendor information to relevant stakeholders within the organisation.
• Collaborate with requestors to refine and improve the scope of vendor information where necessary.
• Source vendor-supplied technical documents via Aconex or similar systems.
• Identify missing information and follow up as needed.
• Ensure vendor-supplied documents are complete and technically sound.
• Review and progress completed documentation with comprehensive commentary.
• Review for completeness: confirm maintenance schedules, parts lists, and all required sections are included with no missing or blank pages.
• Disseminate manuals to relevant team members (e.g., Mechanical/Electrical Engineers) for review.
• Assist in the development of a preventive maintenance (PM) strategy based on OEM recommendations and statutory requirements.
• Standardise parts and spares to reduce duplication and optimise inventory management.

Qualifications:

• Bachelor’s degree in Engineering, or any related field.
• Proven experience in vendor or supplier management.
• Proficiency in using Configuration Document Management Systems (CDMS) and Computerised Maintenance Management Systems (CMMS).
• Solid understanding of equipment and parts.
• Strong understanding of spare parts lifecycle and inventory optimisation practices.
• Understanding of maintenance activities and possessing mechanical/electrical aptitude.
• Knowledge of supporting preventive maintenance (PM) planning based on OEM and regulatory standards.
• Familiarity with electronic maintenance manuals and documentation handling.
• Ability to read technical documents and confirm they match the correct equipment.
• Oversee technical document content and movement.
• Ability to create clear, accurate, and high-quality technical documents by following established processes.
• Ability to identify and escalate risks or issues that could affect project outcomes.
• Proactive mindset focused on continuous improvement and efficient documentation practices.
• Committed to maintaining confidentiality and handling sensitive information professionally.
• Strong collaboration skills to build positive working relationships within the team.
• Excellent written and verbal communication skills for clear coordination with clients and internal teams.