Vendor Management Coordinator - US Account

kdci1; Pasig; On-site; PHP 312,000 - 402,000; Full time

Job summary

KDCI Outsourcing seeks a Vendor Management Coordinator to support subcontractor management for a U.S.-based client. The role focuses on maintaining accurate subcontractor records, onboarding/offboarding coordination, and ensuring compliant documentation.

The ideal candidate is organized, detail-oriented, proactive, and capable of managing multiple records and follow-ups independently in a fast-paced environment.

Qualifications

• At least 2 years of experience in vendor administration, subcontractor coordination, procurement support, or similar roles.
• Experience supporting a U.S.-based client or team is highly preferred.
• Experience maintaining databases, vendor records, or subcontractor management systems.
• Strong organizational and documentation skills with high attention to detail.
• Proficiency in Microsoft Excel and Outlook.
• Ability to work independently with minimal supervision.
• Strong follow-up and coordination skills.
• Experience tracking certifications, insurance documents, or compliance requirements is preferred.

Responsibilities

• Maintain and update subcontractor records, contact information, and status changes in the company database.
• Collect, review, and track required subcontractor documentation, including certifications, insurance, and compliance requirements.
• Monitor missing or expiring documents and follow up with subcontractors and internal stakeholders.
• Coordinate subcontractor onboarding by sending requirements, tracking completion, and confirming readiness with internal teams.
• Process subcontractor offboarding and maintain accurate records for inactive or terminated subcontractors.
• Respond to routine subcontractor inquiries and coordinate with internal teams when needed.
• Maintain trackers and prepare status updates on onboarding, offboarding, documentation, and compliance.
• Follow up proactively on outstanding requirements and pending actions.
• Ensure subcontractor records are complete, accurate, and updated in a timely manner.
• Provide general administrative and coordination support related to subcontractor management.

Skills

Vendor administration

Subcontractor coordination

Documentation control

English communication

Microsoft Excel

Microsoft Outlook

Tools

Microsoft Excel

Outlook

Job description

Job Summary

KDCI Outsourcing is seeking a Vendor Management Coordinator to support the administrative and coordination requirements of subcontractor management for a U.S.-based client. This role focuses on maintaining accurate subcontractor records, coordinating onboarding and offboarding, tracking compliance documentation, and following up on outstanding requirements. The ideal candidate is organized, detail-oriented, proactive, and comfortable managing multiple records and follow-ups independently.

Key Responsibilities

• Maintain and update subcontractor records, contact information, and status changes in the company database.
• Collect, review, and track required subcontractor documentation, including certifications, insurance, and compliance requirements.
• Monitor missing or expiring documents and follow up with subcontractors and internal stakeholders.
• Coordinate subcontractor onboarding by sending requirements, tracking completion, and confirming readiness with internal teams.
• Process subcontractor offboarding and maintain accurate records for inactive or terminated subcontractors.
• Respond to routine subcontractor inquiries and coordinate with internal teams when needed.
• Maintain trackers and prepare status updates on onboarding, offboarding, documentation, and compliance.
• Follow up proactively on outstanding requirements and pending actions.
• Ensure subcontractor records are complete, accurate, and updated in a timely manner.
• Provide general administrative and coordination support related to subcontractor management.

Job Requirements

• At least 2 years of experience in vendor administration, subcontractor coordination, procurement support, compliance administration, or a similar role.
• Experience supporting a U.S.-based client or team is highly expected.
• Experience maintaining databases, vendor records, or subcontractor management systems.
• Strong organizational and documentation skills with high attention to detail.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Excel and Outlook.
• Comfortable managing multiple records, deadlines, and follow-ups simultaneously.
• Ability to work independently with minimal supervision.
• Strong follow-up and coordination skills.
• Experience tracking certifications, insurance documents, compliance requirements, or vendor documentation is strongly preferred.
• Ability to handle confidential and sensitive information professionally.