Vendor Compliance & Audit Specialist

Air Comfort, Inc; Chesapeake (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Air Comfort, Inc. is seeking a Vendor Compliance & Audit Specialist at our Chesapeake, VA location. You will support vendor management, contract administration, and inventory audits, ensuring adherence to company policies and regulatory requirements.

You will maintain vendor records, assist onboarding, monitor contracts, and prepare compliance reports. The role requires attention to detail, strong organizational and communication skills, and the ability to work with Procurement, Finance, and

Qualifications

• Vendor management, compliance, or inventory auditing experience.
• Experience maintaining vendor, contract, and compliance records.
• Familiarity with contract administration and onboarding records retention.
• Proficiency with Microsoft Office Suite, especially Excel and Word.

Responsibilities

• Collect, maintain, and update vendor information and compliance documents.
• Assist with vendor onboarding and documentation.
• Develop and update SOPs for onboarding and information collection.
• Conduct periodic reviews of vendor documentation for compliance.
• Monitor contracts, monitor expirations, and facilitate renewals.
• Maintain records using systems such as Managers Plus, DocuSign, and Great Plains.
• Prepare compliance reports and present to management.
• Perform monthly and ad-hoc inventory audits.
• Analyze inventory discrepancies and implement corrective actions.
• Provide training to internal teams on vendor policies.
• Serve as backup to payroll when needed.
• Travel occasionally and work in varied environments, including outdoors.

Skills

Vendor management

Compliance

Inventory auditing

Recordkeeping

Excel

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

DocuSign

Great Plains

Managers Plus

Job description

Join a collaborative and detail-oriented team as a Vendor Compliance & Audit Specialist at our Chesapeake, VA location. In this role, you will play a key part in supporting vendor management, contract administration, compliance documentation, and inventory audit activities. You will work closely with vendors and internal departments to ensure adherence to company policies, procurement requirements, and applicable regulations. This position offers the opportunity to make a meaningful impact on vendor relationships and inventory control processes, contributing to the overall efficiency and compliance of the organization.

Responsibilities

• Collect, maintain, and update vendor information, including contracts, certifications, and compliance documents.
• Assist with vendor setup, onboarding, and documentation, ensuring records are accurate and up-to-date.
• Establish and update standard operating procedures for vendor onboarding and information collection.
• Conduct regular reviews of vendor documentation to ensure compliance with company policies and relevant regulations.
• Support the management and administration of vendor contracts, including monitoring expiration dates and facilitating timely renewals.
• Maintain accurate records of contracts, amendments, and correspondence using systems such as Managers Plus, DocuSign, and Great Plains.
• Monitor vendor compliance with contracts and regulatory requirements, identifying and addressing areas of risk or non-compliance.
• Prepare and present compliance reports to management, highlighting trends and recommending areas for improvement.
• Perform monthly and ad-hoc inventory audits to ensure accuracy in stock levels and compliance with inventory management policies.
• Analyze inventory discrepancies and collaborate with relevant departments to implement corrective actions.
• Assist in developing and implementing inventory control processes to optimize stock levels and minimize waste.
• Act as the primary point of contact for vendors regarding compliance and documentation inquiries.
• Work closely with Procurement, Finance, and Operations teams to support vendor selection and management processes.
• Provide training and support to internal teams on vendor compliance policies and procedures.
• Serve as backup to payroll as needed.
• Perform other duties as assigned or as business needs require.

Qualifications

• High school diploma or equivalent required.
• Proven experience in vendor management, compliance, or inventory auditing.
• Experience maintaining vendor, contract, and compliance records.
• Familiarity with contract administration, vendor onboarding, and records retention requirements.
• Understanding of inventory auditing and inventory control processes.
• Experience with inventory management software preferred.
• Strong analytical skills and attention to detail.
• Excellent organizational and time management abilities.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Excel and Word.
• Ability to prepare compliance reports and communicate trends and areas for improvement.
• Ability to work effectively with vendors and internal stakeholders across Procurement, Finance, and Operations.
• Ability to travel occasionally and work in varied environments, including outdoor conditions.
• Ability to move objects up to 20-50 pounds occasionally.
• Ability to sit, stand, and drive for extended periods.