Subcontractor Compliance Coordinator

Kellermeyer Bergensons Services, LLC; Oceanside (CA); On-site; USD 22,000 - 23,000; Full time

Job summary

Kellermeyer Bergensons Services, LLC is seeking a Subcontractor Compliance Coordinator to qualify vendors and manage contract amendments, including California Labor Code 2810. The role requires strong organizational skills, attention to detail, and excellent communication with vendors and internal teams.

Responsibilities include reviewing documents, maintaining ERP records, coordinating with insurance producers, and ensuring compliance for vendors in California.

Qualifications

• Knowledge of customer service principles and practices
• 1–2 years’ experience and knowledge of administrative procedures
• High School Diploma, General Education Degree, or equivalent; Bachelor’s Degree is a plus
• Demonstrated keyboarding skills of at least 40 wpm

Responsibilities

• Initiates vendors’ qualification and contracting process
• Reviews questionnaires, W9 forms, insurance documents, and contract documents received from vendors to ensure qualification and compliance
• Communicates with vendors via email and phone on a regular basis to ensure successful completion of the qualification process
• Updates ERP system with vendor, insurance producer, contact, and contract document records
• Sends contract amendments to vendors via email, including those in California with Labor Code, Section 2810 information
• Follows up with vendors in California to ensure submission of fully completed copies of contract documents with Labor Code, 2810 information and reviews documents for contract compliance
• Notifies leadership if coordination assistance is needed with unique scenarios or contract negotiations
• Performs other related duties as required and assigned

Skills

Customer service

Interpersonal skills

Communication

Time management

Analytical thinking

Problem solving

Attention to detail

Adaptability

Education

High School Diploma

Keyboarding 40 wpm

Bachelor’s Degree (plus)

Tools

Microsoft Office

Excel

Job description

About KBS

Kellermeyer Bergensons Services (KBS) is the largest privately held provider of facility services in North America, servicing over 2 billion square feet of space daily. We help industry leaders across a wide range of key verticals—retail, industrial and logistics, healthcare, education, manufacturing, and more—maintain clean, efficient and welcoming spaces that support their operations. As we continue to grow, we’re looking for team members who are dedicated, reliable, and ready to contribute to a culture built on respect, opportunity, and pride in service.

Starting Pay: $16-$17 an hour

Recruitment can be nationwide, excluding CA

Overview of Job

The Subcontractor Compliance Coordinator position requires exceptional interpersonal abilities, organization, and attention to detail. The position’s primary objectives are to qualify new vendors and send contract amendments to qualified vendors, including information regarding California Labor Code, Section 2810. This role will utilize document analysis skills to determine which vendors can be approved and will facilitate obtaining proof of insurance through direct communication with vendors and insurance producers.

ESSENTIAL JOB FUNCTIONS

• Initiates vendors’ qualification and contracting process
• Reviews questionnaires, W9 forms, insurance documents, and contract documents received from vendors to ensure KBS’ qualification and compliance requirements are met
• Communicates with vendors via email and phone on a regular basis to ensure the successful completion of the qualification process
• Contacts insurance producers to assist vendors with providing KBS with proof of General Liability, Auto Liability, Workers Compensation, and Fidelity Bond insurance coverages
• Updates ERP system with vendor, insurance producer, contact, and contract document records
• Makes determination if vendors can be approved based on the review of documentation provided by vendors
• Sends contract amendments to vendors via email, including those in California with Labor Code, Section 2810 information
• Follows up with vendors in California to ensure they submit fully completed copies of contract documents with Labor Code, Section 2810 information, and reviews documents to determine contract compliance
• Requests terminations of vendors that are not compliant with the contract
• Notifies leadership team if coordinator needs assistance with unique scenarios or with negotiating contracts
• Works on miscellaneous projects and generates ad-hoc reports
• Able to carry out the essential functions of this job (with or without reasonable accommodation) without posing specific, current risk of substantial harm to health and safety of self and others
• Performs other related duties as required and assigned

QUALIFICATIONS

• Experience with supply chain management, contracts, insurance, legal, payroll, or human resources is preferred but not required
• Facilities Maintenance industry experience is a plus
• Demonstrates effective leadership, management, and critical thinking skills
• Demonstrates excellent interpersonal, listening, and conflict management skills
• Possesses adaptability, resourcefulness, ability to navigate varying requests, and stress tolerance
• Has excellent communication skills, both oral and written
• Possesses strong mathematical skills, ability to analyze and disseminate data, and create reports
• Ability to analyze problems and implement effective solutions
• Superior attention to detail, data entry accuracy, and editing skills
• Demonstrates superior time management skills, including sensitivity to urgent matters
• Demonstrates honesty and integrity at all times
• Ability to follow appropriate safety guidelines
• Demonstrates ability to be flexible, prioritize tasks and responsibilities and complete duties and projects within allotted time
• Ability to respond to change productively and to handle additional tasks and projects as assigned
• Through actions and example, ensures that KBS values are fully incorporated into company customer and vendor interactions

EXPERIENCE REQUIRED

• Knowledge of customer service principles and practices
• 1-2 years’ experience and knowledge of administrative procedures

EDUCATION

• High School Diploma, General Education Degree, or equivalent; Bachelor’s Degree is a plus
• Demonstrated keyboarding skills of at least 40wpm

LANGUAGE SKILLS

• Bilingual English/Spanish preferred
• Must be able to read and interpret documents, such as letters, email communication, contracts, instructions and procedure manuals in oral, written or diagram form
• Must be able to write detailed and summary reports

MATHEMATICAL SKILLS

• Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Must be able to apply mathematical concepts to practical solutions
• Must be able to analyze statistical reports

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions
• Ability to deal with standardized situations with only occasional or no variable
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

COMPUTER SKILLS

• To perform this job successfully, an individual should have knowledge of Microsoft Office programs to include, but not limited to Word, Excel, PowerPoint and Outlook, with an emphasis on Excel (XLOOKUP, VLOOKUP, Pivot Tables, Graphs, etc.).

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is required to stand, walk, stoop, kneel, crouch, or crawl and taste or smell.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

Office environment has minimal hazards. May include varying temperatures. Noise level is usually moderate.

KBS considers all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity, and expression, marital or military status, or based on an individual's status in any group or class protected by applicable federal, state, or local law. KBS also provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.

The base hourly pay range above represents the minimum and maximum of the pay range for this position. Actual placement within this range will vary based on various factors including but not limited to experience, education, training, and geographic location. Hourly rates may vary based upon state/local minimum wage restrictions. Final hourly rate of pay will be discussed and determined during the hiring process. Hourly employees will be eligible for overtime pay in accordance with applicable law and KBS policy.

We participate in the E-Verify program administered by the U.S. Department of Homeland Security