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Job Title: Data Management Analyst

Location: Remote/Hybrid - USA 

Reports to: Manager, Contract and Data Management

Department Name: Strategic Sourcing/Supply Chain

Position Type: Full Time, Exempt

Position Summary

The Data Management Analyst is responsible for maintaining the accuracy, integrity, and governance of vendor, contract, and compliance data that supports Rubicon's Strategic Sourcing and Supply Chain operations. Reporting to the Manager, Contract and Data Management, this role coordinates vendor documentation, validates compliance records, maintains contract data, and ensures critical information is complete, accurate, and audit-ready.

The Data Management Analyst partners closely with Strategic Sourcing, Supply Chain, Operations, Finance, and IT to support vendor onboarding, contract administration, data quality, reporting, and process improvement initiatives. This position plays a critical role in supporting operational efficiency, strengthening data governance, and enabling informed business decisions through accurate, reliable, and well-managed data.

Essential Duties & Key Responsibilities

• Maintain the accuracy, integrity, and governance of vendor, contract, pricing, and compliance data across enterprise systems.
• Coordinate vendor onboarding documentation, including W-9s, Certificates of Insurance (COIs), contracts, and other required compliance records.
• Review, validate, and maintain vendor and contract information to ensure completeness, accuracy, and audit readiness.
• Perform data quality reviews, identify discrepancies, and resolve data integrity issues through research and root cause analysis.
• Monitor vendor documentation expirations and support ongoing compliance tracking and renewal activities.
• Maintain quality assurance processes and internal controls related to vendor, contract, and compliance data.
• Create, maintain, and enhance reports, dashboards, and operational metrics to support Strategic Sourcing and Supply Chain operations.
• Maintain operational databases and ensure accurate data entry, validation, and ongoing maintenance.
• Identify opportunities to improve business processes, reporting capabilities, workflow automation, and data quality.
• Assist in documenting business requirements, testing system enhancements, and supporting technology improvement initiatives.
• Collaborate with Strategic Sourcing, Operations, Finance, IT, and other business partners to support vendor management and data governance initiatives.
• Maintain audit-ready documentation and support internal and external audit requests.
• Perform other duties and special projects as assigned.
• Ability to travel up to 5% for onsite team meetings or business needs.

Supervisory Responsibilities:

• This position has no direct supervisory responsibilities.
• May assist with onboarding and training of team members on vendor documentation, contract administration, and data management processes.
• Serves as a resource for internal stakeholders regarding vendor records, compliance documentation, and data quality standards.
• Supports knowledge sharing, process improvement initiatives, and continuous enhancement of contract and data management practices.

Experience & Qualifications:

•  Associate's degree required; Bachelor's degree preferred in Business, Supply Chain, Information Systems, Operations, Finance, or a related field preferred.
•  2–4 years of experience in data management, vendor management, contract administration, compliance, or related operational support roles..
•  Experience maintaining vendor records, contracts, compliance documentation, or master data preferred.
•  Strong attention to detail with demonstrated commitment to data accuracy and quality.
•  Experience performing data validation, quality assurance, auditing, or reconciliation activities.
•  Intermediate to advanced proficiency in Microsoft Excel and Microsoft Office Suite.
•  Experience working with ERP, procurement, contract management, or vendor management systems preferred.
•  Strong analytical and problem-solving skills with the ability to identify discrepancies and recommend solutions.
•  Excellent organizational, time management, and communication skills.
•  Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
•  Demonstrated initiative, accountability, adaptability, and commitment to continuous improvement.
•  Ability to work independently and collaborate effectively across cross-functional teams.
• High level of integrity and discretion when handling confidential information.
  

Physical Demands and Working Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• While performing the duties of this job in a home office setting, the employee is regularly required to work on a computer for extended periods of time.
• Frequent use of a computer requires fine motor skills and hand-eye coordination.
• Ability to sit for extended periods while working from home or a designated workspace.
• Ability to perform tasks that require sustained attention and focus.
• Occasional lifting of materials up to 25 pounds.
• Travel to attend team meetings may be required.
• To facilitate working from home, and as a requirement for this role, the employee must provide reliable internet connection with sufficient bandwidth to execute all job functions and technology setup conducive to remote work. The company laptop will be provided.
• A quiet, distraction-free workspace is required for maintaining productivity.
• Collaboration with team members may occur through virtual meetings and communication platforms.

About Rubicon

Rubicon is a leading provider of technology-based waste and recycling solutions for waste generators, helping them to understand, manage, and reduce waste. We provide multi-location businesses with an all-in-one waste and recycling solution, offering deep insights into your waste streams to enable informed decision-making and actions across all your locations. We help customers achieve sustainability goals with tailored zero waste solutions, leveraging our longstanding relationships with more than 8,000 vendors and hauler partners.

Rubicon is an Equal Employment Opportunity Employer. We also maintain a Drug-Free Workplace.

Rubicon is committed to sustainability and will rely on all employees to serve as an advocate for Environmental Social and Governance (ESG) both internally and externally to help grow the Company’s ESG objectives.

• Environment: Contribute, measurably, to Rubicon’s carbon reduction goal and circular economy efforts
• Social: Support Rubicon’s efforts to cultivate/promote racial and gender equity
• Governance: Advance Rubicon’s commitment to best-in-class governance practices