Vendor Compliance Coordinator

East Bay Community Action Program•East Providence, RI

5d•$23 - $26

About The Position

The Vendor Compliance Coordinator helps ensure the organization works with vendors who meet its standards for quality, ethics, and regulatory compliance. The role is the central point of contact for monitoring vendor performance, maintaining documentation, and supporting internal teams in managing supply-base risk. The coordinator manages due diligence activities, tracks contract and certification requirements, and follows up with vendors to resolve issues. Working with Operations, Finance, and other stakeholders, the coordinator keeps vendor records accurate, complete, and audit-ready. The position is suited to an organized, detail-oriented person comfortable working with both data and people, creating structure, following processes, and helping others understand compliance expectations. The position also oversees fuel vendor transactions and documentation related to LIHEAP, maintains and reconciles data in program and agency systems, monitors grant and vendor activity, processes weekly invoices and payments, prepares reports, advises staff and vendors on documentation and data standards, and supports audits and process improvements.

Requirements

Strong organizational skills and ability to manage multiple vendors, deadlines, and priorities simultaneously.
Excellent attention to detail and accuracy when handling documentation and data.
Clear written and verbal communication skills and ability to interact professionally with internal stakeholders and external vendors.
Comfort working with spreadsheets, databases, and/or vendor management systems.
Ability to interpret and follow policies, procedures, and basic contract or regulatory requirements.
Problem-solving mindset and ability to follow up on issues through resolution.
Collaborative working style and willingness to support cross-functional teams.
Typically 3–7 years of mid-level experience in vendor management, procurement, compliance, contracts administration, operations coordination, or a related field.
Experience working with vendor documentation such as contracts, insurance certificates, tax forms, and certifications.

Nice To Haves

Familiarity with compliance, risk management, or audit processes.
Experience with vendor management or ERP systems.

Responsibilities

Review, document, and process deliverable fuel vendor transactions in alignment with LIHEAP requirements to support timely and compliant benefit administration for eligible households.
Collect, verify, and track fuel delivery tickets and vendor documentation, maintaining complete, legible, audit-ready records.
Enter and reconcile data in LIHEAP and agency systems, correctly matching transactions to household records, funding sources, vendor accounts, and fiscal year allocations.
Monitor vendor activity, grant utilization, and multi-year grant balances; ensure payments, deliveries, refunds, and account adjustments are accurately recorded, allocated, and documented.
Lead weekly invoicing and payment processing, ensuring supporting documentation, approvals, and records are complete and accurate and submitted on time; communicate payment information to Finance staff.
Produce and maintain reports on vendor activity, outstanding delivery tickets, delivery trends, payment status, and compliance metrics.
Provide guidance and technical assistance to program staff and vendors on documentation standards, file maintenance, and data accuracy expectations.
Support audits, monitoring visits, and continuous improvement initiatives by compiling records, responding to information requests, and helping improve vendor communications, documentation practices, and workflow efficiency.