Vendor Resolution Coordinator

Academy Service Group; Hackensack (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Academy Service Group is seeking a driven Vendor Resolution Coordinator in New Jersey to manage vendor communications, collect necessary documents, and drive work orders toward completion and billing. This fast-paced, phone-based role requires consistent follow-up, problem-solving, and ownership of issues until resolved.

You will liaise with vendors, maintain precise records, and work with internal teams to resolve discrepancies and aging items. A proactive, dependable candidate will thrive here.

Qualifications

• Candidate must be highly organized and solution-oriented.
• Strong verbal and written communication skills are essential.
• Ability to manage multiple tasks and follow up until resolution.

Responsibilities

• Contact vendors by phone to obtain missing documentation (invoices, photos, signatures).
• Follow up on outstanding work orders and vendor requirements daily.
• Resolve missing or incomplete paperwork and documentation issues.
• Communicate with vendors about service discrepancies and requirements.
• Coordinate with internal operations to resolve issues delaying completion or billing.
• Maintain accurate notes and documentation in company systems.
• Escalate unresolved issues when necessary.
• Prioritize urgent items to prevent delays.
• Ensure follow-ups are completed within required timelines.
• Take ownership from initial follow-up through resolution.

Skills

Verbal communication

Written communication

Organizational skills

Follow-up

Multitasking

Data entry

Vendor management

Job description

Vendor Resolution Coordinator

Full-Time | Monday–Friday | 8:00 AM–5:00 PM

We are seeking a highly organized, persistent, and proactive Vendor Resolution Coordinator to join our operations team. This position is responsible for communicating directly with vendors, collecting required documentation, resolving outstanding issues, and ensuring service work orders can move efficiently toward completion and billing.

This is a fast-paced, phone-based position that requires someone who is comfortable following up consistently, solving problems, and taking ownership of outstanding items until they are resolved.

Responsibilities

• Contact vendors by phone to obtain missing paperwork, invoices, photos, signatures, and other required documentation.
• Follow up on outstanding work orders and vendor requirements daily.
• Resolve missing or incomplete paperwork and documentation issues.
• Communicate with vendors regarding service discrepancies, incomplete information, and outstanding requirements.
• Work with internal operations teams to identify and resolve issues preventing work orders from being completed or billed.
• Maintain accurate notes and documentation within company systems.
• Escalate unresolved vendor or work-order issues when necessary.
• Prioritize urgent and aging items to prevent unnecessary delays.
• Ensure assigned follow-ups are completed accurately and within required timelines.
• Take ownership of assigned issues from initial follow-up through resolution.

What We're Looking For

The ideal candidate is someone who is organized, confident on the phone, persistent, and solution-oriented. You should be comfortable making a high volume of outbound calls and following up multiple times when necessary.

Strong candidates will have:

• Excellent verbal and written communication skills
• Strong organizational and follow-up skills
• Ability to multitask in a fast-paced office environment
• Strong attention to detail
• Confidence communicating with vendors and service providers
• Ability to identify problems and work toward a resolution
• Dependability and a strong sense of accountability
• Basic computer and data-entry skills
• Previous administrative, customer service, vendor management, facilities management, or service-industry experience is a plus

About the Role

This is not a position where outstanding items are simply passed along to someone else. The Vendor Resolution Coordinator is expected to take ownership, actively follow up, and work toward a resolution.

If you are organized, persistent, comfortable picking up the phone, and enjoy solving problems and getting things completed, we would like to hear from you.