Sourcing Administrator

WILMOT MODULAR STRUCTURES INC•White Marsh, MD

7d•$26 - $34

About The Position

The Sourcing Administrator reports directly to the Sourcing Manager and supports vendor and subcontractor onboarding, paperwork follow-up, insurance document tracking, and records in Salesforce and Procore. The role also supports subcontractor research, quote collection, and communication with vendors and internal teams. Complete files and organized follow-up give the Sourcing Manager greater capacity for qualification reviews, negotiations, supplier relationships, and sourcing strategy. The administrator coordinates onboarding packets, tracks certificates of insurance and renewals, maintains vendor information and status in approved systems, and keeps follow-up trackers current. The role communicates readiness and delays to internal stakeholders, researches potential suppliers and subcontractors, supports audits and data cleanup, and maintains checklists and procedures. The position escalates decisions to the appropriate manager or specialist rather than making unauthorized approval decisions. The role also serves as the designated backup for front desk operations during absences or periods of unavailability, supporting visitor reception, incoming calls, mail handling, and essential administrative needs.

Requirements

High school diploma or equivalent.
2–4 years of administrative, procurement, vendor coordination, compliance, contract, or project support experience.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and SharePoint.
Strong attention to detail, document control, and ownership of multiple active files, deadlines, and priorities with limited reminders.
Clear communication, professional follow-up, teamwork, and judgment about inconsistencies and appropriate escalation without making unauthorized approval decisions.
Discretion in handling confidential company, contract, insurance, tax, and vendor information.

Nice To Haves

Associate degree or relevant business or procurement training.
Vendor onboarding, certificate of insurance tracking, and construction or modular experience.
Salesforce experience.
Procore experience.

Responsibilities

Coordinate fully executed onboarding packets, including W-9s, vendor information, signed agreements, licenses, certificates of insurance, and required attachments.
Check required fields, signatures, dates, and consistency of legal entities in onboarding files.
Flag incomplete files as “Received Incomplete: Review Not Started” and send consolidated requests for missing or inconsistent items.
Follow up until documents are complete or require escalation, then route complete files to the Sourcing Manager for review.
Collect certificates of insurance and supporting documents, monitor expiration dates, and request renewals before coverage on file expires.
Forward certificates of insurance to Risk Assessment for coverage review and approval; track corrections and record review outcomes.
Maintain vendor contacts, trades, service areas, expiration dates, and follow-up history in Salesforce, Procore, SharePoint, and other approved systems.
Complete vendor setup and approval-status changes after required approvals are documented.
Maintain trackers showing status, responsible party, open items, deadlines, and next follow-up.
Communicate readiness and delays to the Sourcing Manager, Branch Admins, requesting employees, and project teams.
Research subcontractors and suppliers by trade, geography, and project need; gather capabilities, availability, references, service coverage, and qualification information through initial outreach.
Present supplier and subcontractor options and concerns to the Sourcing Manager, and maintain directories of approved and prospective resources, including alternatives for underserved markets.
Support audits, reporting, data cleanup, and deactivation documentation.
Maintain checklists and procedures, suggest improvements, and complete other assigned sourcing and procurement administrative duties.
Escalate classification, tier assignment, qualification, restrictions, sourcing, and negotiation decisions to the Sourcing Manager; insurance acceptability to Risk Assessment; and contract revisions, exceptions, execution, and executive approvals to the Contract Specialist and COO, as applicable.
Coordinate with requesting employees, who retain responsibility for accurate project intake, correct packet distribution, and local communication support.
Serve as the designated backup for front desk operations during absences or periods of unavailability, ensuring continuity of visitor reception, incoming calls, mail handling, and essential administrative support.