Vendor Coordinator

Required Qualifications

• Strong organizational skills with the ability to manage multiple vendors and deadlines simultaneously.
• Excellent written and verbal communication skills; confident facilitating external-facing meetings.
• Proficiency with collaboration tools such as Microsoft Teams and SharePoint spreadsheets including Excel and presentation tools such as PowerPoint.
• Familiarity with compliance requirements including tax forms certificates of insurance NDAs data privacy standards and basic contract concepts.

Key Competencies

• Follow-through and Accountability Drives tasks to closure and escalates early to avoid delays.
• Process Orientation Uses structured checklists and SOPs while continuously improving workflows.
• Communication and Facilitation Clear and empathetic communicator; effective meeting facilitator.
• Technical Enablement Comfortable configuring system access troubleshooting logins and explaining workflows.
• Stakeholder Management Balances vendor needs with internal standards and timelines.
• Data Hygiene Maintains accurate records version control and compliance tracking.

Key Responsibilities

Post-Award Communication

• Serve as the primary point of contact for newly awarded vendors immediately after bid selection.
• Provide clear timelines checklists and expectations for onboarding tasks and milestones.

Onboarding & Compliance

• Track and collect all required onboarding paperwork (e.g. contracts W-9 certificates of insurance background checks safety attestations).
• Review submissions for accuracy and completeness; follow up proactively to resolve gaps.
• Submit and monitor internal forms and tickets to create or update vendor records across systems (ERP procurement AP/AR project management identity and access).

System Enablement

• Coordinate with IT Procurement and Accounts Payable to ensure vendor setup (vendor ID payment terms tax profiles portal access).
• Provision application access and test logins; verify SSO and role permissions are correct.

Kickoff & Alignment

• Schedule and lead onboarding meetings with the vendor and area manager to align on scope SLAs safety protocols quality standards reporting cadence and escalation paths.
• Distribute and document critical job information including work orders site logistics contacts calendars deliverables and acceptance criteria.

Training & Support

• Train vendors on the companys applications including vendor portals work order systems mobile applications time and expense tools documentation uploads and compliance dashboards.
• Develop and maintain quick-start guides SOPs and short how-to videos; refresh content as systems or processes change.
• Provide ongoing support during the vendors first 60 to 90 days; triage issues and coordinate with internal teams.

Tracking & Reporting

• Maintain onboarding pipelines and status dashboards; escalate blockers and SLA risks.
• Measure and report onboarding cycle time first-job readiness compliance scorecards and ticket resolution metrics.
• Capture vendor feedback to support continuous improvement initiatives.