Vendor Sourcing Associate

W Services Group LLC; Brentwood (NY); On-site; USD 24,000 - 35,000; Full time

Job summary

W Services Group LLC is seeking a highly organized, relationship-focused professional to recruit, onboard, and support contractor partners across assigned markets. This role manages vendor records, service campaigns, scheduling, invoicing, and performance concerns while collaborating with internal teams to ensure reliable staffing and timely payments.

Based in Hauppauge, NY, this full-time position requires excellent communication, attention to detail, and the ability to multitask in a busy

Qualifications

• Proficient with MS Office suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Detail-oriented with the ability to manage multiple tasks in a fast-paced environment.
• Ability to work independently and as part of a team.

Responsibilities

• Monitor existing vendor database to ensure adequate staffing resources.
• Recruit contractor partners via job boards, search engines, and outreach.
• Prequalify potential partners through conversations and assessments.
• Review and negotiate contractor agreements, work scope, payout, and requirements.
• Verify contractor invoice requirements and align with internal protocols.
• Update Waves with contractor, payout, or schedule changes and notify the Service Representative.
• Maintain vendor notes in Waves and track store locations and challenges.
• Coordinate with Market Team/CEDs to pursue opportunities and secure service dates.
• Resolve invoice discrepancies and assist accounting with sign-offs and paperwork.
• Review daily campaign and margin reports to prioritize tasks.

Skills

Excellent communication

Detail-oriented

Multitasking

Team player

Independent worker

Organizational skills

Email management

Phone communication

Tools

MS Word

Excel

Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Hauppauge, NY, US

Salary Range: $21.50 To $21.50 Hourly

W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.

Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.

Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.

We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.

We are seeking a highly organized, relationship-focused professional to recruit, onboard, and support contractor partners across assigned markets. This role manages vendor records, service campaigns, scheduling, agreements, invoicing, and performance concerns while collaborating with internal teams to ensure reliable staffing, timely payments, and exceptional service delivery.

PRIMARY RESPONSIBILITIES

• Monitor existing vendor database to ensure we have adequate resources to meet current staffing needs.
• Recruitment of potential contractor partners via various methods: search engines, job boards and postings, additional communication with existing contractors,etc.
• Prequalify potential contractor partners, through verbal conversations regarding W Services Questionnaire,scopesofworkandindustryknowledgetoseeiftheywillbeagoodfittopartnerwith.
• ReviewandnegotiateverballyandinwritingwithContractorPartnersonWServicescontractorpartner agreement, specifications for the work you are offering, payout details, uniform, IVR, chemical and equipment requirements,etc.
• Review verbally and in writing to the contractor W Services invoice requirements, and specific billing requirements based on W Services internalprotocols.
• Update vendor prospect section in Waves (W Services Proprietary Software) for every potential contractor you reach outto.
• Daily management and updating of assigned RTS and campaigns, as this is a catalog of everything you are workingon.
• Update Waves (W Services Proprietary Software) with any contractor, payout, or schedule changes. Information must then be sent out via a change form to the assigned W Services Service Representative.
• Keep vendor notes updated via Waves with details on important conversations, removal of a location orlocations,challengesthevendormaybehavingwiththestoreorotherWServicesRepresentatives, etc.
• Work with your internal W Services Market Team/CED’s to address any and all opportunities within themarketontheweeklymarketcallaswellasinbetweenifneeded.Including,assistingtoobtain
• service dates from contractors, discussions on poor performance, hot escalation items, potential new business or the potential of a loss or reduction in business.
• Resolve any invoice discrepancies with your contractor partner (to ensure they are paid timely and correctly), asneeded.
• Assist W Services Accounting Team to obtain sign off’s and invoices from contractor partners thatare
• late turning in required paperwork.
• Comprehensively review the daily Unassigned and Open Campaign reports, along with the Margin % report, to assist in determining where your priorities should befocused.
• Participate in meetings as needed, including daily contractor relationscall.
• Daily management and updating of assigned RTS andcampaigns.

ADDITIONAL RESPONSIBILITIES

• Participate in special projects or initiatives as assigned
• Adapt to changing priorities to support department and organizational goals.
• Support cross-functional initiatives to improve processes, efficiency, or team outcomes.

KNOWLEDGE AND SKILL REQUIREMENTS

• Experience with MS Word, Excel &Outlook
• Able to work independently and bedetail-oriented
• Must be a team player and have a positive demeanor(enthusiastic)
• Able tomulti-task
• Must have excellent communication, organizational skills and decision-makingskills
• Able to work under a demanding and busy workenvironment
• Consistent email management isrequired
• Phone communication is heavy and the position requires the individual to be comfortable with all types of verbal discussions and negotiations.

W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.