Vendor Communications & Documentation Specialist

Authority-HVA; Tempe (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

Authority HVAC is seeking a results-oriented Vendor Coordinator to manage our subcontractor network. You’ll be on the phone daily, confirming PM visits, chasing paperwork, and following up on stalled jobs, while building relationships that improve response times.

A disciplined note‑taker, you’ll document every meaningful conversation in NetSuite the same day so others can pick up the thread. The role balances strong verbal skills with precise record keeping to keep projects moving and compliant

Qualifications

• 2+ years in customer service, dispatch, vendor coordination, or service administration involving daily outbound phone contact.
• Genuinely comfortable making outbound calls and following up repeatedly without being reminded.
• Disciplined note‑taker who documents as they go rather than reconstructing from memory later.
• Working Excel skills: sorting, filtering, VLOOKUP or XLOOKUP, pivot tables — and able to explain what you did.
• Strong written communication; you’ll send follow‑up emails with little supervision.
• Resourceful at online research — able to locate and qualify contractors in a market you’ve never worked in.

Responsibilities

• Serve as a daily point of contact for our subcontractor network by phone and email
• Confirm scheduled visits, obtain status updates on open work, and follow up on jobs that have stalled
• Chase missing documentation until it arrives: COIs, W-9s, signed agreements, completed service paperwork, photos
• Hold vendors to committed dates, and keep following up when they don’t respond the first time
• Build working relationships with recurring subs so your calls get returned
• Escalate vendors who are consistently unresponsive or underperforming to the Vendor Manager
• Research and identify prospective subcontractors in markets where we need coverage or a backup
• Screen candidates before we engage them: active licensing, insurance limits, service capabilities, equipment they’re qualified on, geographic radius, and rate expectations
• Verify credentials independently rather than taking a vendor’s word for it — license status, insurance certificates, and business standing
• Walk new subcontractors through our onboarding requirements and collect a complete document package before their first assignment
• Maintain a bench of vetted alternates in our key markets so we aren’t sourcing under pressure when a vendor falls through
• Track PM visits across client programs and verify completion against schedule
• Follow up on incomplete or missed visits and get them rescheduled
• Chase the deliverables required to close out a PM: checklists, findings, recommended repairsFlag recurring problems with specific sites or vendors
• Enter clear, complete notes on work orders and vendor records after every meaningful contact — this is a core function
• Update work order status, dates, and vendor assignments so the system stays current
• Maintain vendor records as insurance, contacts, coverage areas, and rates change
• Hold to documentation standards consistently
• Reconcile lists from multiple sources — client site rosters, PM schedules, subcontractor coverage maps — and flag discrepancies rather than guessing
• Deduplicate and standardize site names, addresses, and equipment records across hundreds of locations
• Build and update recurring Excel reports on vendor coverage, compliance status, and open items
• Document repeatable procedures as you learn them

Skills

Outbound calls

Note-taking

Excel

Written communication

Customer service

Research skills

Vendor coordination

Tools

NetSuite

ServiceTitan

BuildOps

Job description

Authority HVAC is seeking a results-oriented Vendor Coordinator to manage our subcontractor network. You’ll be on the phone daily, confirming PM visits, chasing paperwork, and following up on stalled jobs, while building relationships that improve response times.

A disciplined note‑taker, you’ll document every meaningful conversation in NetSuite the same day so others can pick up the thread. The role balances strong verbal skills with precise record keeping to keep projects moving and compliant