Vendor Relations Administrator

Total Comfort GroupEatontown, NJ
1d$20 - $23

About The Position

Total Comfort Group has been a leader in providing top-tier installation, preventative maintenance, and repair services for multi-site commercial and retail operations nationwide since 2008. Our commitment to delivering exceptional customer experiences and reliable service positions us as a trusted partner for elite organizations across the country.

Requirements

  • Comfortable speaking on the phone and confident cold calling new vendors each week.
  • Proficient in Microsoft Office, including Microsoft Excel.
  • Highly organized, efficient, and detail‑oriented.
  • Strong communication skills and ability to build positive vendor relationships.
  • Ability to multitask, meet deadlines, and manage competing priorities.

Nice To Haves

  • Previous recruiting or cold‑calling experience is a plus.

Responsibilities

  • Source and recruit new subcontractors, with a goal of 4 onboarded per week.
  • Conduct cold calls and outreach to potential vendors; must be comfortable speaking on the phone.
  • Help achieve a 20% annual increase in the vendor network.
  • Ensure all subcontracted Preventative Maintenance (PM) services are under contract with a designated vendor by year-end.
  • Maintain and update vendor contact sheets for tracking recruiting activity.
  • Complete full subcontractor onboarding, including: Sending onboarding packages Collecting all required documents (COI, W9, Contractor Profile Sheet, Contractor Agreement) Creating vendor profiles in Sampro and uploading documents
  • Ensure all subcontracted PMs are assigned monthly and supported by active vendor contracts.
  • Act as primary support with the PM/Vendor Relations Administrator for: Approving Filter/Belt POs over $100 Assisting technicians and subcontractors with PM-related questions
  • Serve as backup for: Dropping PMs from master contracts at least 1 week prior to each PM cycle Tracking PM completion throughout the month Updating Service Parts IDs (filters, belts, etc.) in Sampro for new PM clients Creating Filter/Belt POs for PM work orders before PM rounds begin Updating GoCanvas forms for new or existing PM clients Creating newly contracted PM clients on Master Contracts in Sampro
  • Maintain up‑to‑date vendor documentation (COIs, W9s, Contractor Agreements, Profile Sheets).
  • Source additional subcontractors for emergency work orders as needed.
  • Serve as primary Point of Contact for vendor-related inquiries, escalating to the Vendor Relations/PM Coordinator as necessary.
  • Work with the PM/Vendor Relations Administrator to obtain updated client COIs for sites requiring renewal.
  • Participate in vendor kickoff calls to support successful onboarding.
  • Assist the Service Team during peak seasons, with Operations Manager approval. Tasks may include: Answering phone tree calls Creating new work order requests Itemizing purchase orders Conducting backlog follow-ups Other administrative service functions as needed

Benefits

  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Paid time off
  • Vision insurance
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