Vendor Relations Coordinator

Job Description

Job Description

Job Purpose

The Vendor Relations Coordinator supports the Vendor Relations Department by managing the day-to-day execution of vendor qualification, compliance, and administrative processes. This position serves as the primary coordinator for vendor onboarding and documentation, ensuring vendor records are accurate, complete, and compliant with company requirements. Reporting directly to the Vendor Relations Manager (VRM), this role also provides first-line support for field-level vendor coordination and helps maintain efficient, organized, and consistent vendor relations processes.

Duties and Responsibilities

Duties and responsibilities include, but are not limited to:

• Conducts marketplace research and manages the vendor inquiries.
• Executes evaluation process for prospective suppliers, ensuring vendors pass standard operational and safety requirements before progressing to financial negotiation.
• Manages the daily intake, processing, and compliance tracking of new and legacy vendor onboarding packets.
• Actively inputs, updates, and maintains compliant vendor profiles.
• Manages Master Vendor Matrix, verifying utilized project volumes and volumetric caps.
• Actively monitors capacity constraints and flags when a vendor's asset utilization exceeds thresholds, initiating the routing of pre-vetted, redundant suppliers to ensure zero construction site delays.
• Filters out mismatched or non-compliant suppliers during initial vetting based on disqualifiers (e.g., lack of mandatory insurance limits, restricted geographic coverage, or insufficient asset pools) to save the department administrative labor.
• Serves as the first vendor relations contact for site Superintendents and Project Managers regarding active subcontractor issues.
• Monitors vendor corrective actions when performance drifts, tracking resolution loops in the master system while isolating the VRM from daily field-level firefighting.

Qualifications

Qualifications include:

• Bachelor’s degree in Business, Supply Chain Management, Construction Management, Finance, or a related field (relevant military or industrial operations experience may be substituted).
• 2-4 years of experience in purchasing, vendor coordination, project administration, or logistics management (experience in fast-paced construction, waste hauling, or utility services is highly preferred).
• Proficiency in Microsoft Excel (utilizing data entry formatting, conditional logic, and simple multi-sheet search formulas).
• Relevant professional certifications, or demonstrated progress toward credentials, in purchasing, contract administration, or logistics management are considered a strong plus.
• Customer Service orientation.
• Professional, firm, and solutions-oriented communication skills to hold suppliers accountable in the field while maintaining productive, long-term relationships.
• Ability to negotiate.
• Ability to conduct basic financial research.
• Strong detail orientation with a proven ability to manage high-volume workflows.
• Ability to read commercial agreements, extract critical dates/limits, and check certificates of insurance against corporate compliance thresholds.

Benefits

• Competitive salary based on experience
• Health, dental, life, and vision insurance
• Paid time off and holidays
• Supportive team environment
• Opportunity for growth within a stable, local company