Vendor Manager

The Vendor Manager is responsible for maintaining, enhancing, and administering SERVCON’s existing subcontractor network. This position ensures vendor records are accurate, required agreements and compliance documents remain current, and subcontractors meet SERVCON’s administrative and operational requirements.

The Vendor Manager serves as the primary point of contact for routine vendor onboarding, documentation, compliance follow-up, database maintenance, and vendor support. This role works closely with Operations, Key Account Managers, Finance, and company leadership to ensure qualified subcontractors remain properly documented, organized, and ready to support customer work.

This is an entry-level management opportunity for a highly organized, detail-oriented professional who can manage follow-up, maintain accurate records, and build productive relationships with subcontractors.

Core Responsibilities

Vendor Network Administration

• Maintain and enhance SERVCON’s existing subcontractor network.
• Keep vendor profiles, trades, service areas, capabilities, contacts, and availability current.
• Maintain accurate electronic vendor files and records.
• Identify missing, outdated, or incomplete information and secure the required updates.
• Help organize vendors by trade, geographic coverage, qualifications, and performance.
• Recommend improvements to vendor records, workflows, and internal processes.

Vendor Onboarding

• Coordinate the administrative onboarding of approved subcontractors.
• Send and track required onboarding documents.
• Guide vendors through SERVCON’s onboarding requirements.
• Confirm all required documents have been received and properly executed before activation.
• Escalate exceptions, concerns, or unresolved issues to the appropriate leader.
• Maintain clear records of each vendor’s onboarding status.
• Research and implement best practices

Agreements and Compliance Documentation

• Manage and track vendor compliance paperwork, including:
• Master Service Agreements
• Certificates of Insurance
• W-9 forms
• Vendor applications
• Licenses and trade certifications
• Safety acknowledgments
• Customer-specific forms
• Other required company documentation
• Review submitted documents for completeness and accuracy.
• Track expiration dates and obtain updated documentation before expiration.
• Follow up consistently with vendors regarding missing or expired documents.
• Maintain a reliable system showing each vendor’s current compliance status.
• Coordinate with internal teams, vendors, insurance agents, and brokers to resolve documentation issues.
• Escalate insurance exceptions, contract changes, or legal concerns rather than independently approving them.

Vendor Relationship Management

• Serve as a professional and responsive point of contact for subcontractors.
• Communicate SERVCON’s administrative and operational expectations.
• Respond to vendor questions and assist with routine documentation or onboarding issues.
• Maintain positive working relationships while holding vendors accountable for required documentation and deadlines.
• Address routine vendor concerns and escalate significant performance, pricing, safety, or contractual issues.

Vendor Performance Support

• Maintain vendor scorecard and performance information provided by Operations and Key Account Managers.
• Track recurring concerns involving responsiveness, communication, documentation, quality, or completion.
• Help identify preferred, developing, restricted, or inactive vendors based on established company criteria.
• Support corrective-action follow-up for vendors with administrative or performance deficiencies.
• Ensure approved changes to vendor status are accurately reflected in company systems.

Operational Support

• Help Operations identify existing vendors by trade, location, qualifications, and availability.
• Verify vendor documentation status before work is assigned when required.
• Support customer-specific vendor compliance and documentation requests.
• Assist with gathering closeout documents, insurance records, and other required vendor information.
• Provide coverage for routine vendor-management activities during team absences.
• Participate in vendor-related projects and process-improvement initiatives.

Role Boundaries

This position supports vendor compliance but is not independently responsible for:

• Developing the company’s safety program
• Interpreting complex OSHA requirements
• Approving insurance exceptions
• Making legal decisions regarding contract language
• Leading major rate negotiations
• Building the vendor network through high-volume sourcing
• Making final decisions on vendor suspension or termination

These matters should be escalated to leadership, Legal, Operations, the appropriate KAM, or the Safety and Compliance function.

Success Measures

• Percentage of active vendors with complete MSAs, COIs, W-9s, and required documentation
• Number of expired documents
• Timeliness of compliance follow-up
• Accuracy of vendor records
• Average onboarding completion time
• Vendor file audit results
• Responsiveness to vendor and internal requests
• Completion of assigned vendor-performance follow-up
• Internal satisfaction with vendor information and support

Required Qualifications

• High school diploma or equivalent
• One to three years of experience in administration, vendor coordination, customer service, insurance documentation, operations support, or a related field
• Strong organization and follow-through
• High attention to detail
• Clear written and verbal communication
• Ability to manage multiple deadlines and open items
• Comfort making professional follow-up calls and sending accountability communications
• Proficiency with Google Workspace, Microsoft Office, or similar business systems
• Ability to maintain confidential and business-sensitive information

Preferred Qualifications

• Experience managing certificates of insurance or compliance documentation
• Familiarity with Master Service Agreements and vendor contracts
• Experience working with subcontractors, insurance agents, or service providers
• Facilities maintenance, construction, restoration, property management, or field-service experience
• Experience using a CRM, vendor database, work-order system, or document-tracking platform
• Familiarity with Avetta or another contractor-compliance platform

Ideal Candidate

The ideal candidate is highly organized, persistent, professional, and comfortable holding others accountable. This person does not allow missing paperwork or incomplete records to linger. They communicate clearly, document their work, follow established processes, and know when an issue requires escalation.