Vendor Onboarding & Sourcing Administrator

Wilmot Modular Structures, Inc.; United States; On-site; USD 42,000 - 65,000; Full time

Job summary

Wilmot Modular Structures, Inc. is seeking a Sourcing Administrator to support onboarding of vendors and subcontractors and manage paperwork, COIs, and insurance documentation. You will maintain records in Salesforce and Procore and assist with supplier research and communications across internal teams.

The role requires attention to detail, organization, and strong communication. Procore and Salesforce experience is preferred, with a focus on compliance and process improvement in a

Qualifications

• High school diploma or equivalent; an associate degree or procurement training is a plus.
• 2–4 years of administrative, procurement, vendor coordination, compliance, contract, or project support experience.
• Vendor onboarding, COI tracking, and construction or modular experience preferred.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and SharePoint; Salesforce and Procore experience preferred.
• Strong attention to detail and ownership of multiple active files, deadlines, and priorities with limited reminders.

Responsibilities

• Coordinate fully executed onboarding packets including W-9s, vendor information, signed agreements, licenses, certificates of insurance, and required attachments.
• Check required fields, signatures, dates, and legal-entity consistency; mark incomplete files and request missing items.
• Follow up until documents are complete or escalate as needed, then route to Sourcing Manager for review.
• Collect COIs and supporting documents, monitor expirations, and request renewals before coverage on file expires.
• Maintain vendor contacts, trades, service areas, expiration dates, and follow-up history in Salesforce, Procore, SharePoint, and other systems.
• Complete vendor setup and approval status changes after required approvals are documented.
• Maintain trackers showing status, deadlines, and next follow-up; communicate readiness and delays to stakeholders.
• Research subcontractors and suppliers by trade and geography; gather capabilities, references, and qualifications.
• Present options and concerns to Sourcing Manager and maintain directories of approved and prospective resources.
• Support audits, reporting, data cleanup, and deactivation documentation; suggest improvements.

Skills

Attention to detail

Organization

Professional communication

Teamwork

Education

High school diploma or equivalent

Associate degree or relevant business/procurement training

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

SharePoint

Salesforce

Procore

Job description

Wilmot Modular Structures, Inc. is seeking a Sourcing Administrator to support onboarding of vendors and subcontractors and manage paperwork, COIs, and insurance documentation. You will maintain records in Salesforce and Procore and assist with supplier research and communications across internal teams.

The role requires attention to detail, organization, and strong communication. Procore and Salesforce experience is preferred, with a focus on compliance and process improvement in a