Job Description

Location: Eatontown,New Jersey,United States

Pay: $20.00 - $25.00 per hour

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.

Key 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.

Key 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.

Key Performance Indicators (KPIs)

• Vendor Network Growth
• Vendor Response Rate
• COI Compliance Rate
• Vendor Satisfaction Score
• Cost Savings / Margin Improvement

Benefits:

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

Work Location: In person

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