Vendor Management Coordinator (remote)

First American•Usa, NY

2d•Remote

About The Position

The Vendor Management Coordinator coordinates vendor-sourced energy, title, and related work from order placement through completion. The role manages quotes, follow-up, updates, and date downs; keeps internal partners informed of file status; and works with vendors, agents, production staff, sales representatives, and management to meet deadlines and improve quality. The coordinator places and tracks vendor orders, obtains and compares quotes as needed, coordinates title work and subsequent updates, monitors file milestones, and communicates status, risks, and changes to stakeholders. The role also supports production quality reviews and process-improvement initiatives while maintaining accurate records and following company policies, including compliance and information security requirements.

Requirements

At least 1 year of related experience in vendor coordination, order processing, title or energy services, operations, customer service, or deadline-driven administrative work.
Strong organization and follow-through, including the ability to track multiple files, deadlines, dependencies, and open questions.
Clear written and verbal communication, sound interpersonal skills, and confidence following up with vendors and escalating concerns professionally.
Problem-solving skills and attention to detail when reviewing quotes, order requirements, file status, and quality feedback.
Proficiency with Microsoft Office and ability to learn order-management, production, and tracking systems.
Ability to work under pressure, adapt to changing schedules, and collaborate across vendor, agent, operations, production, and sales teams.

Responsibilities

Place and track orders for energy vendor work, obtain and compare quotes as needed, and confirm scope, timing, and delivery expectations with vendors.
Coordinate title work with agents and request subsequent updates and date downs from original vendors when required.
Communicate professionally with vendors, follow up on open items, hold vendors to agreed deadlines, and document commitments and responses.
Monitor file milestones and status, identify delays or missing information, and promptly escalate risks to deadlines.
Communicate file status, risks, and changes to internal operations staff and the sales representative.
Coordinate with the internal production team on quality concerns, track review status and corrective updates, and route issues to the appropriate owner.
Review recurring quality issues and results with management; support production-process improvement initiatives and track actions and outcomes.
Maintain accurate order, quote, deadline, escalation, and quality records in applicable systems.
Follow company and department policies, including compliance and information security requirements.