Vendor Relations Administrator

Total Comfort Group•Eatontown, NJ

23h•$20 - $25•Onsite

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. The Vendor Relations Administrator is responsible for sourcing, onboarding, managing, and developing subcontractor relationships across the company’s national network. This role plays a key part in expanding the vendor base, ensuring compliance, and driving cost efficiency through pricing negotiations—while maintaining strong communication and engagement with subcontractors.

Requirements

Comfortable with high-volume outbound calling and vendor outreach.
Previous recruiting, sourcing, or cold-calling experience preferred.
Strong negotiation skills, particularly around pricing and rates.
Excellent communication and relationship-building skills.
Highly organized with strong attention to detail.
Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
Proficiency in Microsoft Office (especially Excel).
Experience with service or work order systems (e.g., Sampro) is a plus.
Knowledge of COI compliance requirements and vendor documentation management preferred.

Nice To Haves

Experience with service or work order systems (e.g., Sampro) is a plus.
Knowledge of COI compliance requirements and vendor documentation management preferred.

Responsibilities

Subcontractor Sourcing & Recruiting
Source and recruit new subcontractors, with a goal of onboarding multiple vendors weekly.
Conduct cold calls and proactive outreach to build and expand the vendor network.
Support company growth targets by increasing vendor coverage across key markets.
Maintain and update vendor contact sheets and recruiting activity trackers.
Vendor Onboarding & Training
Lead initial onboarding calls with new subcontractors.
Send onboarding packages and collect all required documentation (COI, W9, Contractor Profile, agreements).
Create and maintain vendor profiles in internal systems (e.g., Sampro).
Conduct regular subcontractor training calls to reinforce expectations, processes, and performance standards.
Vendor Management & Communication
Serve as the primary point of contact for vendor inquiries and issue resolution.
Build and maintain strong relationships with subcontractors across regions.
Maintain detailed logs of vendor communication and engagement.
Participate in vendor kickoff calls to ensure successful onboarding and alignment.
Vendor Compliance & Documentation
Ensure all vendors meet company compliance standards and industry requirements.
Manage and track all required vendor documentation, including COIs, W9s, agreements, and profile sheets.
Proactively request and follow up on missing or expired documentation.
Maintain accurate and organized compliance records across all vendors.
Certificate of Insurance (COI) Management
Pull COIs from systems such as Federated and Insperity.
Request updated COIs from vendors as needed to maintain compliance.
Track expiration dates and proactively follow up to prevent lapses in coverage.
Ensure all vendors meet insurance requirements before performing work.
Ensure updated and compliant COIs are maintained for all client site locations.
Maintain accurate records of vendor insurance compliance and documentation.
Pricing & Cost Management
Negotiate vendor pricing, hourly rates, and service costs to align with company target margins.
Identify opportunities to reduce costs and improve vendor efficiency.
Partner with internal teams to ensure vendor pricing supports profitability goals.
Vendor Coverage & Support
Source additional subcontractors as needed to support service demand and coverage gaps.
Assist in securing vendors for urgent or high-priority service needs.
Collaborate with internal teams to ensure vendor readiness and responsiveness.