Vetting Coordinator

About the Department

Project & Client Operations handles all project and client administration for our consultancy practices and directly impacts our firm's financial health through efficient and swift invoice management. 

Operating at the center of the firm’s contract-to-cash process, our focus is on minimizing the administrative burden on project managers and accelerating the cash collection process, all while driving operational efficiency. 

About the Role

The Vetting Coordinator – Revenue Integrity is responsible for coordinating subcontractor vetting activity for the business in line with agreed procedures. The primary objective is to enable subcontractors to be engaged in a timely, compliant and controlled manner.

The role is responsible for the end-to-end management of vetting cases, working closely with subcontractors and internal stakeholders to support robust third-party risk management. The position involves gathering and validating required documentation, accurate record keeping and driving the timely resolution of outstanding actions. The Coordinator will also ensure that issues requiring further review or specialist judgement are identified and escalated promptly.

The Coordinator will work closely with the Team Lead – Continuous Improvement & Subcontractor Vetting, colleagues across the business and the Legal, Risk & Compliance function.

Key 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. Identify missing, expired or conflicting information and following up until requirements have been satisfied.
• Maintain complete and accurate subcontractor vetting records in the GAN platform 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. Help to identify recurring issues which impact the timeliness and/or effectiveness of the vetting process, such as documentation gaps or process bottlenecks.

• 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.
• Ability to assess information in context, taking account of which Control Risks service each subcontractor will support and the subcontractor’s location.
• Strong organisational skills and the ability to manage multiple vetting cases simultaneously, follow up outstanding actions and ensure cases do not stall. Be confident to follow-up with colleagues at all seniority levels in the business to obtain their input in a timely manner.
• 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.
• Ability to work independently, whilst also being someone who collaborates well with other members of the team to share know-how, information and provide support.
• Strong written and verbal communication skills, with the ability to clearly explain a process or issue. This includes having 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.
• A quick learner who is comfortable with learning about a wide range of topics, including developing an understanding of the different risks related to a wide variety of subcontractor types, locations and services.
• Familiarity with the GAN Integrity platform or similar third-party management, compliance, procurement or workflow systems preferred.