Vendor Compliance Coordinator

East Bay Community Action Program•East Providence, RI

About The Position

The Vendor Compliance Coordinator is the central point of contact for monitoring vendor performance, maintaining documentation, and supporting internal teams in managing risk across the supply base. The role coordinates due diligence activities, tracks contract and certification requirements, and follows up with vendors to resolve issues. It works closely with Operations, Finance, and other stakeholders to keep vendor records accurate, complete, and audit-ready. The position is suited to an organized, detail-oriented person comfortable working with data and people, creating structure, following processes, and helping others meet compliance expectations. The coordinator oversees documentation and processing of deliverable fuel vendor transactions in alignment with LIHEAP requirements, supporting timely and compliant benefit administration for eligible households. The position maintains accurate transaction records across LIHEAP and agency systems, monitors vendor activity and grant balances, leads weekly invoicing and payment processing, and produces reports to support program oversight. It also provides guidance to staff and vendors on documentation and data accuracy, and supports audits, monitoring visits, and workflow 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.
Comfort using Microsoft Office or Google Workspace.

Nice To Haves

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

Responsibilities

Oversee accurate review, documentation, and processing of deliverable fuel vendor transactions in alignment with LIHEAP requirements.
Coordinate collection, verification, and tracking of fuel delivery tickets and vendor documentation, maintaining complete, legible, audit-ready records.
Maintain accurate data entry and reconciliation within LIHEAP and agency systems, 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 by compiling records, responding to information requests, and helping improve vendor communication, documentation practices, and workflow efficiency.