Vendor Onboarding Specialist

Company: Enhanced Drilling, Inc. Organizational Affiliation: Supply Chain Position/Role/Job Title: Vendor Onboarding Specialist Reporting to Position: Supply Chain Specialist FLSA Status: Non-Exempt (1.5 Time Overtime) location: Houston Office Role Summary/Key ObjectivesThe Vendor Onboarding Specialist is responsible for the controlled onboarding, qualification, and lifecycle maintenance of suppliers to ensure that only approved, competent, and compliant vendors are available for procurement and operational use. The role ensures that supplier onboarding and ongoing qualifications: Aligns with API Q2 risk-based supplier management expectations (qualification, monitoring, and control of externally provided processes/products/services) Supports ISO 9001 requirements for supplier evaluation, competency, and documented controls Supports ISO 14001 expectations for environmental risk consideration and compliance obligations (where applicable to supplier scope) Supports ISO 45001 expectations for OH&S risk controls, contractor safety requirements, and competence (where applicable) Maintains a controlled, auditable supplier master and qualification record within ERP and supporting systems Enables efficient procurement without compromising governance, risk, or compliance Area of ResponsibilitySupplier Onboarding & Qualification (Core Accountability)Executes end-to-end onboarding for new suppliers and contractors, ensuring: Correct supplier identification (legal name, registration, tax ID, address, contacts) Clear definition of scope (goods/services, criticality, site exposure, regional use) Completion of required onboarding documentation (per risk class) Ensure suppliers are not used until onboarding is complete and approval status is confirmed in ERP. Risk-Based Supplier Classification (API Q2 / ISO Control)Applies a risk-based approach to supplier qualification consistent with API Q2 principles: Determine supplier risk tier (e.g., critical / non-critical; product/service risk; HSEQ/site exposure; regulatory impact) Trigger the appropriate qualification route (desk-based review, deeper assessment, audit, trial order, etc.) Ensure risk classification is documented and traceable. Supplier Compliance & Governance Controls (ISO 9001 / 14001 / 45001 aligned)Ensure supplier onboarding includes appropriate checks for: Quality controls (ISO 9001 aligned expectations: competence, capability, and controlled processes) Environmental considerations where the supplier scope creates environmental risk or compliance obligations (ISO 14001) OH&S / contractor safety requirements where suppliers work on site or affect worker safety (ISO 45001) Coordinates with HSEQ to confirm required documents and controls are in place (e.g., HSEQ policy, insurance, safety statistics, training/certifications, SDS handling capability, environmental permits where relevant). Supplier Master Data Management (ERP Governance)Creates and maintains supplier records in ERP (e.g., Business Central), ensuring: Data accuracy and completeness (addresses, banking, payment terms, tax groups, currency) Correct categorization (supplier type, commodity/category mapping, region/site use) Approval status and validity dates are controlled and visible Enforces master data controls: Segregation of duties for bank detail changes (where applicable) Audit trail and documented approvals for changes Prevention of duplicate suppliers and uncontrolled "one-off" setups Revalidation / PQF Expiry Monitoring & Lifecycle MaintenanceMaintains supplier validity and requalification cycles: Tracks PQF/qualification expiry dates and trigger refresh actions Executes periodic reviews based on risk tier and performance triggers Coordinates required updates (insurance renewals, certifications, HSEQ docs, etc.) Ensure controls exist for blocking or restricting non-valid suppliers (per policy). Exception Handling (Governance-Protected Pathway)Manages urgent onboarding requests through a controlled exception pathway: Ensure exceptions are documented, risk-assessed, and approved by the appropriate authority Applies interim controls (limited scope, time-boxed approvals, enhanced monitoring) where permitted Ensure exceptions are closed with full onboarding completion within defined timelines Internal Controls, Audit Readiness & Documented InformationMaintains audit readiness at all times by ensuring: Complete onboarding records are retained and retrievable Each supplier approval has a documented basis (risk class, required checks completed, approvals) Nonconformances and corrective actions related to supplier qualification are tracked and closed Supports internal/external audits (API Q2 / ISO) and drives corrective actions for process gaps.Competence Bachelor's degree or equivalent experience in Supply Chain, Business, Quality, or related field A minimum of 5 years of demonstrated experience in supplier onboarding / supplier quality / procurement governance Strong understanding of risk-based supplier qualification principles (API Q2 mindset) and ISO management system expectations for controlled processes and documented evidence High proficiency in ERP supplier master data and workflow controls (Business Central preferred) Strong documentation discipline, attention to detail, and stakeholder management Ability to manage competing priorities and urgent project demands while protecting governance. HSEQ ResponsibilitiesEnsure suppliers and contractors meet Enhanced Drilling HSEQ requirements prior to approval and use, including verification of relevant HSE documentation (e.g., HSE policies, safety statistics, training/certifications, insurance, and permits where applicable). Coordinate with HSE and Quality functions to apply risk-based HSEQ requirements based on supplier scope, criticality, and site exposure. Verify that suppliers providing chemicals or hazardous materials are capable of meeting Hazard Communication requirements, including availability of Safety Data Sheets (SDS) in required languages. Support the evaluation of supplier HSEQ risks in alignment with ISO 9001, 14001, 45001 and API Q2 principles. Ensure supplier HSEQ compliance documentation is maintained, current, and auditable within ERP and supporting systems. Support supplier-related HSEQ audits, assessments, and corrective actions as required. Escalate any identified supplier HSEQ risks, gaps, or nonconformances to HSEQ and relevant stakeholders. Ensure that suppliers are not approved or utilized until required HSEQ controls and documentation are verified and accepted. Comply with all Enhanced Drilling HSEQ policies, procedures, and regulatory requirements. Actively participate in HSEQ training, safety meetings, and audits. Immediately report unsafe conditions, incidents, and near misses. Support Enhanced Drilling's "Zero Harm" culture and demonstrate safety leadership. Stop any work that appears unsafe and escalate as necessary. Other (travel (onshore/offshore), cooperation requirements/matrix org. etc.) Local Houston offices Travel as needed to vendor offices and other locations General Authorization and terms (RACI)Understanding of authorization process and ability to report up to proper management if errors and corrections occur, as needed. Authority per Enhanced Drilling Authorization Matrix.

Created: 2026-05-09