Procurement Compliance Coordinator

Description

JOB OVERVIEW: 

The Procurement Compliance Coordinator plays a critical support role within the Procurement team, ensuring all vendor sourcing, onboarding, and procurement activities adhere to company standards, contractual requirements, and regulatory guidelines.

This role works closely with the rest of the Vendor Procurement team to maintain compliance integrity across a national vendor network, while supporting the execution of RFPs, vendor onboarding, and ongoing vendor performance governance.

The ideal candidate is detail-oriented, process-driven, and highly organized, with the ability to manage documentation, enforce standards, and proactively identify compliance risks within a fast-paced, multi-site facilities maintenance environment.

Directly Reports To: Director of Procurement 

Key Responsibilities:

Procurement Compliance & Governance

• Ensure all procurement activities align with internal policies, client requirements, and contractual obligations 
• Maintain and enforce vendor compliance standards across insurance, licensing, certifications, and legal documentation 
• Monitor and track vendor compliance status, proactively addressing expirations, gaps, or deficiencies 
• Conduct periodic audits of vendor files, contracts, and procurement documentation 
• Support adherence to SLAs, KPIs, and regulatory requirements across the vendor network 
• Ensure vendor insurance compliance meets company standard prior to annual insurance audit 

Vendor Onboarding & Documentation 

• Oversee and support the vendor onboarding process to ensure all compliance requirements are met prior to activation 
• Review and validate vendor documentation including COIs, W-9s, MSA agreements, and safety certifications 
• Partner with the Sourcing Specialist to ensure newly sourced vendors meet compliance thresholds 
• Maintain accurate and up-to-date vendor records within procurement and vendor management systems 

RFP & Sourcing Support

• Assist the Strategic Sourcing Specialist and Director of Procurement with recurring RFP processes 
• Ensure all RFP participants meet prequalification and compliance standards 
• Validate bid submissions for completeness, accuracy, and adherence to requirements 
• Maintain organized documentation of RFP processes, scoring, and vendor selections for audit readiness 

Cross-Functional Collaboration

• Work closely with Operations, Vendor Relations, and Finance to ensure alignment on vendor compliance requirements 
• Communicate compliance expectations clearly to vendors and internal stakeholders 
• Support issue resolution related to non-compliant vendors, including escalation   and corrective action tracking

Job-Related KPIs:  

• Vendor Churn Report
  • % of vendors falling out of compliance vs vendors retaining compliance.

Requirements

QUALIFICATIONS:

• 2+ years of experience in vendor sourcing, procurement, or facilities maintenance coordination 

• Strong understanding of facilities trades and service delivery models 

• Positive and professional demeanor

• Experience managing vendor networks across multiple states or regions preferred 

• Excellent negotiation, communication, and relationship-building skills 

• Ability to build positive relationships with other employees and vendors, while maintaining high productivity expectations

• Highly organized with strong attention to detail and compliance requirements 

• Proficiency in CMMS systems (Facil IT, Service Channel, Ecotraks, etc), vendor management platforms, or ERP tools

• Ability to prioritize and multitask