A virtual assistant can request due diligence evidence, control submission versions and expiry dates, prepare reviewer packets, and track decisions. Risk owners decide whether the vendor is suitable and whether any unresolved exposure is acceptable.
This is a defined evidence workflow for an operations VA, not delegated risk ownership. The retention coordination guide covers the governance of records after their active use.
virtual assistant for vendor due diligence coordination
Begin with the proposed service and the approved risk tier. That classification determines which ownership disclosures, conflict declarations, security material, continuity evidence, insurance information, or financial records the reviewers require.
Record what the vendor states as a vendor statement. Reviewer findings belong in a separate field with the reviewer's identity and date.
Assemble one dated evidence packet
Name every file, submission date, covered entity, validity period, and source location. When a vendor sends a replacement, retain the relationship between versions so an older attachment cannot be mistaken for the current response.
Expiry deserves its own queue. A document that was acceptable during onboarding may no longer support renewal or an expanded service scope.
Route gaps to the right reviewer
Missing disclosures, conflicting answers, open findings, and a request to start early need explicit decisions. The coordinator can show the gap and chase the assigned response, but cannot certify security or turn incomplete evidence into a reassuring score.
CISA publishes an SMB vendor SCRM template for operationalizing supply chain risk work. Use it as an external reference, then follow the organization's chosen requirements and reviewers.
Record approval scope precisely
An approval should name the vendor entity, service, data or access scope, conditions, unresolved findings, approver, and renewal point. A decision for one service cannot silently authorize another.
Remediation items remain linked to the decision that created them. If an owner accepts residual risk, preserve that source decision rather than describing the matter as resolved.