Supply Chain & Vendor Compliance Specialist

Chargie LLC; Culver City (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Chargie LLC is seeking a detail-oriented Purchasing & Procurement Specialist to manage purchase orders, supplier quotes, and inventory alignment in Culver City, CA. Role requires coordinating with vendors, maintaining records, and handling licensing/compliance tasks.

You will support cost-saving initiatives, supplier assessments, and cross-functional project work within a growing energy/tech environment. Office-based, five days per week, with opportunities to optimize processes and data tools.

Qualifications

• Bachelor's degree or equivalent in Supply Chain, Business Administration, Operations, or related field.
• 3+ years of experience in purchasing, procurement, operations, supply chain, vendor administration, or related functions.
• Strong organizational and administrative skills.
• Experience managing multiple priorities and deadlines.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong written and verbal communication skills.
• Requires being in office 5 days a week.

Responsibilities

• Prepare and process purchase orders for materials, equipment, and services.
• Obtain and compare supplier quotations.
• Track purchase orders from issuance through delivery.
• Follow up with suppliers regarding order status, shipment tracking, and delivery schedules.
• Support invoice reconciliation and purchasing documentation.
• Maintain purchasing records, vendor databases, and procurement files.
• Assist with identifying cost-saving opportunities and supplier alternatives.
• Support inventory forecasting and material planning activities.
• Monitor inventory levels and assist with replenishment planning.
• Coordinate with warehouse personnel regarding incoming materials and inventory availability.
• Assist with inventory counts, audits, and reconciliation activities.
• Maintain inventory reports and procurement tracking tools.
• Identify and elevate potential material shortages or supply chain risks.
• Logistics coordination as needed.
• Moving parts around the warehouse, processing order pickups, maintaining labels and organization of parts on hand.
• Vendor onboarding activities and documentation collection.
• Maintain vendor records, including W-9s, reseller certificates, tax forms, compliance documents, supplier certifications.
• Track vendor qualification status and renewal requirements.
• Maintain approved vendor databases.
• Support vendor audits and compliance reviews.
• Coordinate with vendors to resolve missing or expired documentation.
• Ensure vendor records remain current and complete.
• Track Chargie's business licenses and permit renewals.
• Maintain business license records and renewal schedules.
• Coordinate license renewal applications and supporting documentation.
• Manage requests for Certificates of Insurance (COIs).
• Coordinate with insurance brokers to obtain and distribute updated COIs and endorsements.
• Maintain insurance certificate records and expiration tracking.
• Ensure insurance requirements are met before project mobilization or vendor engagement.
• Support customer, utility, landlord, and partner requests for compliance documentation.
• Cross-Functional Operations Support:
• Support project teams by ensuring purchasing and compliance requirements are completed on schedule.
• Provide status updates regarding procurement, material deliveries, vendor compliance, and licensing activities.
• Assist in resolving supplier, purchasing, and compliance-related issues.
• Continuously evaluate and implement productivity improvements that reduce manual effort, improve accuracy, and enhance operational effectiveness.
• Participate in cross-functional projects and initiatives that support broader company objectives.

Skills

Organizational skills

Administrative skills

Communication skills

Excel

Office applications

Multitasking

In-office presence

Education

Bachelor's degree or equivalent in Supply Chain/Business/Operations

Tools

NetSuite

Tipalti

Smartsheet

ERP tools

Job description

Description

Primary Responsibilities

Purchasing & Procurement Support

• Prepare and process purchase orders for materials, equipment, and services.
• Obtain and compare supplier quotations.
• Track purchase orders from issuance through delivery.
• Follow up with suppliers regarding order status, shipment tracking, and delivery schedules.
• Support invoice reconciliation and purchasing documentation.
• Maintain purchasing records, vendor databases, and procurement files.
• Assist with identifying cost-saving opportunities and supplier alternatives.

Inventory Planning & Material Coordination

• Support inventory forecasting and material planning activities.
• Monitor inventory levels and assist with replenishment planning.
• Coordinate with warehouse personnel regarding incoming materials and inventory availability.
• Assist with inventory counts, audits, and reconciliation activities.
• Maintain inventory reports and procurement tracking tools.
• Identify and elevate potential material shortages or supply chain risks.

Warehouse Support

• Provide warehouse support and coverage.
• Logistics coordination as needed.
• Moving parts around the warehouse, processing order pickups, maintaining labels and organization of parts on hand.

Vendor Compliance & Supplier Administration

• Manage vendor onboarding activities and documentation collection.
• Maintain vendor records, including:
  • W-9s
  • Reseller certificates
  • Tax forms
  • Compliance documents
  • Supplier certifications
• Track vendor qualification status and renewal requirements.
• Maintain approved vendor databases.
• Support vendor audits and compliance reviews.
• Coordinate with vendors to resolve missing or expired documentation.
• Ensure vendor records remain current and complete.

Business Licensing & Corporate Insurance Administration

• Track Chargie's business licenses and permit renewals.
• Maintain business license records and renewal schedules.
• Coordinate license renewal applications and supporting documentation.
• Manage requests for Certificates of Insurance (COIs).
• Coordinate with insurance brokers to obtain and distribute updated COIs and endorsements.
• Maintain insurance certificate records and expiration tracking.
• Ensure insurance requirements are met before project mobilization or vendor engagement.
• Support customer, utility, landlord, and partner requests for compliance documentation.

Cross-Functional Operations Support

• Support project teams by ensuring purchasing and compliance requirements are completed on schedule.
• Provide status updates regarding procurement, material deliveries, vendor compliance, and licensing activities.
• Assist in resolving supplier, purchasing, and compliance-related issues.
• Continuously evaluate and implement productivity improvements that reduce manual effort, improve accuracy, and enhance operational effectiveness.
• Participate in cross-functional projects and initiatives that support broader company objectives.

Requirements

Qualifications

Required

• Bachelor's degree or equivalent experience in Supply Chain, Business Administration, Operations, or related field.
• 3+ years of experience in purchasing, procurement, operations, supply chain, vendor administration, or related functions.
• Strong organizational and administrative skills.
• Experience managing multiple priorities and deadlines.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong written and verbal communication skills.
• Requires being in office 5 days a week

Preferred

• Experience supporting construction, EV infrastructure, utilities, or field services.
• Experience with NetSuite, Tipalti, Smartsheet, or other ERP and procurement tools.
• Experience using technology solutions, automation, or AI to improve personal or team productivity.
• Experience in a warehouse.
• Familiarity with:
  • Vendor compliance programs
  • Certificates of Insurance
  • Business licensing
  • Supplier onboarding
  • Inventory management