Vendor Compliance & Onboarding Specialist

Independence Excavating, Inc.; Brecksville (OH); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Weekly pay

Excellent benefits

401(k) + company match

Tuition reimbursement

Family-owned and operated since 1956

Job summary

Independence Excavating, Inc. is seeking a Vendor Coordinator to coordinate and maintain vendor documentation and compliance for onboarding and project duration.

This role ensures vendor documentation is accurate, current, and compliant with insurance, safety, and regulatory requirements. The coordinator serves as the primary administrative contact for vendors, supporting internal teams by securing required documents and maintaining records throughout projects.

Qualifications

• 2+ years of experience in construction administration, project coordination, vendor management, subcontract administration, compliance, or a related field preferred.
• Experience in the civil construction industry is preferred.
• Strong organizational skills and attention to detail.

Responsibilities

• Assist all departments with the New Vendor Setup process, ensuring all required documentation and information is received, reviewed, and complete prior to establishing the vendor in company systems.
• Review, track, and maintain Certificates of Insurance and Workers’ Compensation documentation for all active subcontractors and suppliers.
• Coordinate the OCIP/CCIP enrollment process for subcontractors and suppliers, when required, ensuring all required enrollment documentation is completed and submitted in accordance with project requirements.
• Track and maintain subcontractor Performance and Payment Bonds, ensuring required bonds are received, properly documented, current, and readily accessible throughout the project.
• Review vendor payment application documentation to ensure all required lien waivers, affidavits, and supporting documentation have been submitted and are complete prior to processing.
• Perform vendor invoice and payment audits in accordance with project and contract requirements.
• Review subcontractor Certified Payrolls for completeness, accuracy, and compliance with applicable project and contractual requirements.
• Assist the Pre-Construction Department with the vendor pre-qualification program.
• Assist the Contract Administrator with creating and tracking Subcontracts and Purchase Orders.
• Assist Project Managers with subcontractor and supplier performance reviews.
• Assist Project Managers with subcontractor and supplier project closeout documentation.
• Other duties and responsibilities as assigned by manager in support of company operations and project requirements.

Skills

Construction admin

Vendor management

Attention to detail

Communication

Tools

Procore

Spectrum

Excel

Outlook

Job description

Independence Excavating, Inc. is seeking a Vendor Coordinator to coordinate and maintain vendor documentation and compliance for onboarding and project duration.

This role ensures vendor documentation is accurate, current, and compliant with insurance, safety, and regulatory requirements. The coordinator serves as the primary administrative contact for vendors, supporting internal teams by securing required documents and maintaining records throughout projects.