Vendor Compliance Assistant

Latte Recruitment; Philippines; On-site; PHP 201,000 - 268,000; Full time

Benefits offered by this job

Health care plan

13th Month Pay

Leave benefits

Job summary

Latte Recruitment is seeking a Vendor Compliance Assistant to verify vendor legitimacy, monitor performance on active construction sites, and address non-compliance. You will ensure vendors have permits and licenses, and escalate issues through regulatory channels when needed.

The role collaborates with project teams and legal to uphold procurement policies, maintain CI documents, and track permit renewals. Attention to detail and strong communication are essential.

Qualifications

• Bachelor's degree required or related field.
• 2–3 years of vendor management or procurement experience preferred.
• Knowledge of PCAB licensing and barangay processes is a plus.
• Familiarity with contract administration and compliance procedures.

Responsibilities

• Verify vendor CI before engagement and at intervals.
• Monitor vendor performance against schedules on active sites.
• Issue formal notices to non-compliant vendors and escalate per policy.
• Coordinate with Legal, Finance, Admin, and Project teams on compliance matters.
• Maintain records of vendor communications and permits.

Skills

Vendor management

Compliance

Documentation

Education

Bachelor's degree in Business Administration

Bachelor's degree in Legal Management

Bachelor's degree in Engineering

Tools

Google Sheets

Job description

The team is looking for a Vendor Compliance Assistant to verify vendor legitimacy and documentation before and during engagement, monitor vendor performance on active construction sites, and address vendors who abandon, delay, or fail to complete contracted work. This role ensures vendors are properly evaluated, possess all required permits and licenses, and are held accountable to contract terms and site obligations. The Assistant will expand issues through internal, barangay, and regulatory channels when vendors go missing, remain unresponsive, or refuse to comply.

Job Description:

1. Vendor Monitoring and CI Verification

• Conduct Company Information (CI) verification for all vendors before engagement and at regular intervals. This includes reviewing business registration, ownership or authorized representatives, and track record.
• Check and validate vendor documents, including PCAB license, Mayor's or Business Permit, BIR registration, SEC or DTI registration, and barangay clearance.
• Withhold or suspend vendor engagement if CI or permit requirements are incomplete or expired.
• Maintain an up-to-date tracker or database of vendor CI documents and permit expiration dates, and monitor renewals as needed.

2. Vendor Performance Monitoring

• Monitor vendor attendance and progress against contracted schedules at all active construction sites.
• Identify vendors who have abandoned, underperformed, or become unresponsive regarding assigned work.
• Coordinate with site supervisors and project managers to verify vendor presence and work status.
• Report vendor performance issues, delays, or non-compliance to the Immediate Superior.

3. Demand Notices and Escalation

• Issue formal written demands/notices to non-compliant vendors requiring immediate return to site or completion of work.
• If a vendor remains unresponsive after formal notice, elevate the matter to the barangay (e.g., request for barangay conciliation/mediation, or blotter report) as a next step before or alongside legal action.
• Coordinate with Legal Team to pursue further escalation options against habitually non-compliant or abandoning vendors, such as filing a complaint with the PCAB for possible suspension or cancellation of the vendor's contractor's license, reporting the vendor with the SEC where corporate misconduct or fraud is involved, blacklisting the vendor internally, pursuing contract penalty clauses or forfeiture of performance bonds/retention money, and coordinating small claims or civil case filing for breach of contract with legal counsel.

4. Coordination with Internal Departments

• Coordinate with the Project Management Team, Legal, Finance, Admin, and other departments regarding vendor compliance matters.
• Provide timely updates to requestors and the Immediate Superior regarding vendor compliance and escalation status.
• Follow up pending approvals, incomplete requirements, and pending documents.

5. Compliance, Documentation, and Reporting

• Maintain accurate records of vendor communications, notices, barangay filings, and regulatory complaints.
• Ensure Vendor compliance transactions follow company policies, procedures, and ethical procurement guidelines.
• Prepare regular compliance status reports for management, including CI status, permit status, and escalation stage per vendor.
• Support internal audits and compliance reviews.
• Safeguard confidential vendor and company information.
• Perform other purchasing, compliance, and administrative tasks that may be assigned by the Immediate Superior.

Minimum qualifications:

• Bachelor's degree in Business Administration, Legal Management, Engineering, or a related field
• Minimum of 2 to 3 years of experience in vendor management, procurement, compliance, contract administration, or related work
• Experience in the construction industry or handling technical/project vendors is an advantage
• Familiarity with vendor contracts, PCAB licensing, business permit requirements, and barangay conciliation processes (Katarungang Pambarangay)
• Strong understanding of documentation requirements and escalation procedures
• Proficient in Google Sheets and documentation tools

Preferred qualifications:

• Demonstrates confidence and assertiveness when negotiating with non-compliant vendors.
• Maintains composure and professionalism under pressure or in confrontational situations.
• Strong attention to detail and accuracy
• Possesses strong negotiation and clear, firm communication skills.
• Demonstrates effective communication and interpersonal skills.
• Strong organizational and time management skills
• Analytical and problem-solving abilities
• Ability to prepare and maintain accurate compliance and escalation records
• Basic knowledge of PCAB accreditation, procurement, and construction timelines
• Ability to coordinate effectively with vendors, site staff, legal, and internal departments
• Ability to handle confidential information responsibly
• Ability to work with minimal supervision
• Demonstrates reliability, honesty, proactivity, and accountability.

Benefits:

• Training and Development Programs
• Unlimited career advancement opportunities
• Health Care Plan, including HMO with Dental and Vision coverage upon regularization
• Group Life and Accident Insurance upon regularization
• Sick Leave and Vacation Leave upon regularization
• Unused Sick Leave convertible by the end of the year and distributed before the end of the first quarter of the succeeding year
• Bereavement Leave of three days upon regularization
• Healthy and encouraging work environment
• 13th Month Pay as mandated by the Philippine Government
• Government-mandated benefits, including SSS, PhilHealth, and Pag-IBIG