Job Description

Vendor Compliance Coordinator

Application Deadline: 30 November 2026

Department: Heating & Energy

Employment Type: Full Time

Location: East Providence - Bullocks

Reporting To: Kristen Ryan

Compensation: $23.00 - $26.00 / hour

Description

Help ensure our organization works only with vendors who meet our standards for quality, ethics, and regulatory compliance. As the Vendor Compliance Coordinator, you will be the central point of contact for monitoring vendor performance, maintaining documentation, and supporting internal teams to manage risk across our supply base.

In this role, you will coordinate due diligence activities, track contract and certification requirements, and follow up with vendors to resolve issues in a timely and professional way. You’ll work closely with Operations, Finance, and other stakeholders to ensure that vendor records are accurate, complete, and audit ready.

This position is well-suited to someone who is highly organized, detail-oriented, and comfortable working with both data and people. You enjoy creating structure, following clear processes, and helping others understand and meet compliance expectations.

Key Responsibilities

• Oversee accurate review, documentation, and processing of all deliverable fuel vendor transactions in alignment with LIHEAP requirements to ensure timely and compliant benefit administration for eligible households.
• Coordinate the collection, verification, and tracking of fuel delivery tickets and vendor documentation, maintaining complete, legible, and audit-ready records for operational, fiscal, and compliance purposes.
• Maintain accurate data entry and reconciliation within LIHEAP and agency systems, ensuring transactions are correctly matched to household records, funding sources, vendor accounts, and fiscal year allocations.
• Monitor vendor activity, grant utilization, and multi-year grant balances to ensure payments, deliveries, refunds, and account adjustments are accurately recorded, properly allocated, and supported by required documentation.
• Lead weekly invoicing and payment processing activities, ensuring all supporting documentation, approvals, and records are complete, accurate, and submitted within established timelines, and that payment information is clearly communicated to finance staff.
• Produce and maintain reports on vendor activity, outstanding delivery tickets, delivery trends, payment status, and compliance metrics to support operational decision-making and program oversight.
• Provide guidance and technical assistance to program staff and vendors on documentation standards, file maintenance, and data accuracy expectations to strengthen program compliance and operational consistency.
• Support audits, monitoring visits, and continuous improvement initiatives by compiling records, responding to information requests, and helping to enhance vendor communication, documentation practices, and workflow efficiency.

Skills, Knowledge and Expertise

Skills & competencies

• Strong organisational skills with the ability to manage multiple vendors, deadlines, and priorities simultaneously.
• Excellent attention to detail and accuracy when handling documentation and data.
• Clear written and verbal communication skills, with the ability to interact professionally with internal stakeholders and external vendors.
• Comfortable working with spreadsheets, databases, and/or vendor management systems.
• Ability to interpret and follow policies, procedures, and basic contract or regulatory requirements.
• Problem-solving mindset with the ability to follow up on issues and see them through to resolution.
• Collaborative working style and willingness to support cross-functional teams.

Experience & knowledge

• Mid-level experience (typically 3–7 years) in vendor management, procurement, compliance, contracts administration, operations coordination, or a related field.
• Experience working with vendor documentation such as contracts, insurance certificates, tax forms, and certifications.
• Familiarity with compliance, risk management, or audit processes is a plus.
• Comfort using Microsoft Office or Google Workspace; experience with vendor management or ERP systems is an advantage.

Benefits

Benefits will follow our standard package for mid-level Operations roles. You can adapt or expand this section to reflect the specific benefits for this position.

• Competitive salary commensurate with experience.
• Comprehensive medical, dental, and vision coverage.
• Retirement plan with employer contribution or match.
• Generous paid time off, including holidays.
• Professional development and training opportunities.
• Supportive, mission-driven work environment.