What are the responsibilities and job description for the Vendor Sourcing Manager position at Birdsey Construction Management?
Vendor Sourcing Manager
Department: Vendor Management • Reports To: Director of Vendor Management • Classification: Full-Time
Position Overview
The Vendor Sourcing Manager is a critical operations role at Birdsey Construction Management. This individual is responsible for identifying, vetting, and onboarding qualified trade partners and vendors across the country who can perform work that meets Birdsey’s quality standards, contractual terms, and project timelines. The Vendor Sourcing Manager serves as the primary point of contact for vendor relationships from initial outreach through active project execution, and works cross-functionally with project management, client services, and field operations teams to ensure seamless communication and execution at every stage.
Key Responsibilities
Vendor Sourcing & Vetting
• Source and identify qualified trade partners and vendors nationwide across all required disciplines.
• Conduct thorough vetting of vendors including license verification, insurance compliance, references, work history, and capacity assessment.
• Evaluate vendor capabilities to ensure alignment with Birdsey’s standards, workflows, and contractual requirements before engagement.
• Maintain and grow an active pipeline of qualified vendors across key markets and trades.
Onboarding
• Own the end-to-end vendor onboarding process, from initial contact through execution of agreements and system setup.
• Clearly communicate Birdsey’s expectations, processes, payment terms, and standards to all new vendors.
• Ensure all required documentation, certifications, and agreements are collected and properly filed prior to vendor activation.
• Coordinate with internal teams to ensure onboarded vendors are set up and accessible in all relevant platforms and workflows.
Vendor Relations & Issue Resolution
• Serve as the primary point of escalation for vendor issues, disputes, performance concerns, or scheduling conflicts.
• Proactively identify and address vendor-related problems before they impact project timelines or client satisfaction.
• Communicate clear expectations on an ongoing basis and hold vendors accountable to agreed terms and performance standards.
• Assess underperforming vendors and make recommendations to continue, re-train, or remove from the approved network.
Cross-Team Collaboration
• Partner with project management, field operations, and client services teams to align vendor assignments with project requirements.
• Provide timely updates to internal stakeholders on vendor availability, issues, and project updates.
• Actively participate in cross-departmental processes, contributing vendor-side insight to planning and execution discussions.
• Respond quickly to internal requests for sourcing support and escalate or resolve issues without delay.
Client Communication
• Keep clients informed on project status, scheduling updates, vendor-related delays, utility issues, and any other relevant developments.
• Deliver communications in a timely, professional, and solution-oriented manner that reflects Birdsey’s commitment to transparency.
• Coordinate with the project team to ensure client-facing updates are accurate and consistent.
System & Documentation Management
• Maintain detailed and current notes in all internal systems, ensuring vendor records, project updates, and communications are accurately logged.
• Track vendor status, onboarding stages, and engagement history within designated platforms.
• Uphold a high standard of documentation discipline to support team-wide visibility and accountability.
Qualifications
Required
• Minimum 3 years of experience in vendor sourcing, vendor management, subcontractor relations, or a closely related role.
• Proven ability to manage multiple priorities simultaneously with a high level of urgency and attention to detail.
• Strong verbal and written communication skills, with the ability to set clear expectations and represent the company professionally.
• Experience working in cross-functional team environments with a collaborative, solutions-focused approach.
• Demonstrated ability to learn new systems, platforms, and processes quickly and independently.
• Self-starter with strong initiative, ownership mindset, and the ability to work autonomously without close oversight.
• Proficiency with standard business tools (email, spreadsheets, project tracking platforms, CRM or operations systems).
Preferred
• Background in construction, trades, property services, or facility management industries.
• Experience with national or multi-market vendor networks.
• Familiarity with contractor licensing, insurance requirements, and compliance documentation.
What We’re Looking For
The right candidate is someone who thrives in a fast-moving environment, takes ownership without being asked, and understands that the quality of our vendor network directly impacts every project we deliver. You will be expected to bring rigor, urgency, and professionalism to every interaction — whether you’re vetting a first-time trade partner or resolving a scheduling conflict on an active job. If you’re organized, a strong communicator, and can navigate complexity across teams and vendors, this role is built for you