Vendor Coordinator (Independence Excavating)

DiGeronimo Companies•Brecksville, OH

About The Position

Independence Excavating is seeking a Vendor Coordinator to coordinate and maintain vendor documentation and compliance requirements throughout vendor onboarding and each project. The coordinator monitors compliance with company and project-specific contractual, insurance, safety, and regulatory requirements; follows up on outstanding, incomplete, or expired documentation; and keeps vendor records accurate and current. This position is the primary administrative contact for vendors before they begin work and throughout a project, while supporting internal departments and project teams to ensure vendors are properly documented, compliant, and authorized to perform work.

Requirements

Strong organizational skills and attention to detail.
Ability to manage multiple projects, vendors, and deadlines simultaneously.
Strong written and verbal communication skills.
Ability to professionally and consistently follow up with vendors regarding outstanding requirements.
Proficiency with Microsoft Office, particularly Excel and Outlook.
Ability to understand and interpret basic contractual, insurance, and compliance requirements.
Ability to work independently while coordinating effectively with Project Managers and other departments.

Nice To Haves

Two or more years of experience in construction administration, project coordination, vendor management, subcontract administration, compliance, or a related field.
Experience in the civil construction industry.
Experience with construction management or document management software such as Procore, Spectrum, or similar systems.

Responsibilities

Assist departments with new vendor setup and ensure required documentation and information are received, reviewed, and complete before establishing vendors in company systems.
Review, track, and maintain Certificates of Insurance and Workers’ Compensation documentation for active subcontractors and suppliers.
Coordinate OCIP/CCIP enrollment for subcontractors and suppliers when required, ensuring enrollment documentation is completed and submitted according to project requirements.
Track and maintain subcontractor Performance and Payment Bonds, ensuring they are received, documented, current, and accessible throughout the project.
Review vendor payment application documentation to confirm required lien waivers, affidavits, and supporting documents are complete before processing.
Perform vendor invoice and payment audits according to project and contract requirements.
Review subcontractor Certified Payrolls for completeness, accuracy, and compliance with applicable project and contractual requirements.
Assist the Pre-Construction Department with the vendor pre-qualification program.
Assist the Contract Administrator with creating and tracking Subcontracts and Purchase Orders.
Assist Project Managers with subcontractor and supplier performance reviews.
Assist Project Managers with subcontractor and supplier project closeout documentation.
Perform other duties and responsibilities assigned by the manager in support of company operations and project requirements.