Vendor Recruitment Specialist

Job Description: Vendor Recruitment Specialist (Remote)

Company: Scopes Facility Services LLC
Department: Operations / Vendor Management
Reports To: Vendor Management Manager or Director of Operations
Employment Type: Full-Time
Work Arrangement: Remote, with occasional travel as needed

Position Summary

Scopes Facility Services is seeking a proactive, results-driven Vendor Recruitment Specialist to identify, recruit, and develop a network of qualified vendors and subcontractors to perform commercial floor care and landscaping services across multiple geographic markets.

This position is responsible for sourcing new service providers, building relationships with local and regional contractors, evaluating service capabilities and pricing, and coordinating the onboarding and compliance process. The ideal candidate is comfortable with high-volume outreach, prospecting, negotiating service rates, and developing reliable subcontractor relationships to support new business opportunities and ongoing client operations.

The successful candidate will work closely with operations, account management, and compliance teams to ensure adequate subcontractor coverage, competitive pricing, and consistent service delivery.

Essential Duties and Responsibilities

Vendor and Subcontractor Recruitment

• Proactively identify and recruit vendors and subcontractors capable of performing commercial floor care and landscaping services in assigned markets.

• Develop and maintain a pipeline of prospective service providers using online research, contractor directories, industry associations, referrals, networking, and outbound calling and emailing.

• Conduct high-volume outreach to potential subcontractors to assess interest, availability, service capabilities, geographic coverage, and willingness to meet company requirements.

• Build and maintain relationships with local contractors, independent service providers, and regional vendors.

• Recruit providers for services such as floor stripping and waxing, floor scrubbing and polishing, carpet cleaning, hard-surface floor maintenance, landscape maintenance, mowing, edging, seasonal cleanups, and related grounds services.

• Expand the company's subcontractor network in markets where additional coverage, backup providers, or specialized services are needed.

Vendor Qualification and Evaluation

• Prequalify prospective subcontractors based on experience, service capabilities, staffing capacity, equipment, geographic coverage, references, and ability to meet client requirements.

• Obtain and evaluate pricing proposals, service rates, and estimates to support competitive and profitable client pricing.

• Assess prospective providers' responsiveness, professionalism, reliability, and ability to meet service schedules and quality expectations.

• Coordinate with operations and compliance personnel to verify required business documentation, insurance certificates, licenses, and other applicable qualifications before work is assigned.

• Escalate potential service, pricing, insurance, or qualification concerns to the appropriate department.

Onboarding and Contract Coordination

• Coordinate the vendor onboarding process, including collection of required business information, service agreements, tax documentation, certificates of insurance, and other compliance materials.

• Work with the compliance team to ensure prospective vendors satisfy applicable company and client requirements before being approved for work.

• Coordinate execution of subcontractor agreements and communicate onboarding requirements, service expectations, work-order procedures, and billing processes.

• Maintain accurate vendor contact information, service capabilities, pricing, coverage areas, and recruitment status in the designated company systems.

• Follow up on incomplete onboarding requirements and help move qualified prospects from initial contact to approved vendor status.

Market Coverage and Business Support

• Review operational needs and identify markets where additional floor care and landscaping subcontractors are required.

• Collaborate with operations and account management teams to prioritize recruitment based on new business, client requirements, service gaps, and vendor performance issues.

• Develop backup vendor coverage to reduce service disruptions and improve responsiveness.

• Assist with identifying qualified vendors for new client locations, special projects, seasonal requirements, and expanded service offerings.

• Support vendor rate comparisons and provide market feedback regarding subcontractor availability, pricing, and service capacity.

Reporting and Relationship Management

• Track outreach activity, prospect pipelines, vendor qualification progress, onboarding completion, and approved vendor counts.

• Maintain organized records of vendor communications, proposals, follow-ups, and recruitment outcomes.

• Provide regular updates on recruitment performance, market coverage gaps, and challenges in sourcing qualified providers.

• Maintain positive professional relationships with prospective and existing subcontractors.

• Assist with refreshing the vendor network and identifying replacement providers when existing subcontractors are unavailable or no longer meet company expectations.

Qualifications

• Two or more years of experience in vendor recruitment, subcontractor sourcing, procurement, staffing, business development, vendor management, or a similar role preferred.

• Experience recruiting contractors or service providers in commercial cleaning, floor care, landscaping, facilities maintenance, property services, or related industries strongly preferred.

• Demonstrated ability to conduct outbound prospecting, make cold calls, send outreach emails, and develop new business relationships.

• Strong verbal and written communication, negotiation, and relationship-building skills.

• Ability to evaluate vendor proposals, compare pricing, and identify potential service and coverage gaps.

• Strong organizational skills and the ability to manage a high volume of prospects and follow-up activities.

• Proficiency with Microsoft Office, Google Workspace, CRM platforms, spreadsheets, and vendor management systems.

• Ability to work independently in a remote environment while collaborating effectively with cross-functional teams.

• High school diploma or equivalent required; additional education in business, procurement, or operations is a plus.

Key Performance Indicators

Performance will be evaluated based on measurable recruitment and vendor network development outcomes, including:

• Number of qualified vendor prospects identified and contacted.

• Number of vendors successfully recruited and approved for onboarding.

• Time required to source qualified vendors in markets with coverage gaps.

• Percentage of recruited vendors completing onboarding and compliance requirements.

• Number of markets with adequate primary and backup vendor coverage.

• Competitiveness of vendor pricing relative to operational and client requirements.

• Quality and accuracy of vendor records and recruitment pipeline reporting.

• Responsiveness to internal requests for new vendor sourcing.

Core Competencies

• Prospecting and persistence: Ability to consistently identify and engage new service providers.

• Relationship development: Skill in building trust with contractors and maintaining productive business relationships.

• Commercial judgment: Ability to assess pricing, service capacity, and vendor suitability.

• Execution and follow-through: Ability to move prospects efficiently through qualification and onboarding.

• Adaptability: Comfort working across multiple markets and responding to changing operational needs.

• Accountability: Focus on recruitment results, accurate documentation, and timely communication.

Physical Requirements and Work Environment

This position primarily operates in a remote office environment and requires regular computer use, telephone communication, and virtual meetings. Occasional travel may be required to attend vendor meetings, industry events, or operational site visits.

Equal Employment Opportunity

Scopes Facility Services LLC is an equal opportunity employer. Employment decisions are made without regard to any status protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change based on business needs.