Vendor Relations Administrator

Pay: $20.00 - $23.00 per hour Job description: Company Overview Total Comfort Group has been a leader in providing top-tier installation, preventative maintenance, and repair services for multi-site commercial and retail operations nationwide since 2008. Our commitment to delivering exceptional customer experiences and reliable service positions us as a trusted partner for elite organizations across the country. Key ResponsibilitiesSubcontractor Sourcing & Onboarding Source and recruit new subcontractors, with a goal of 4 onboarded per week. Conduct cold calls and outreach to potential vendors; must be comfortable speaking on the phone. Help achieve a 20% annual increase in the vendor network. Ensure all subcontracted Preventative Maintenance (PM) services are under contract with a designated vendor by year-end. Maintain and update vendor contact sheets for tracking recruiting activity. Complete full subcontractor onboarding, including: Sending onboarding packages Collecting all required documents (COI, W9, Contractor Profile Sheet, Contractor Agreement) Creating vendor profiles in Sampro and uploading documents Preventative Maintenance (PM) Coordination Ensure all subcontracted PMs are assigned monthly and supported by active vendor contracts. Act as primary support with the PM/Vendor Relations Administrator for: Approving Filter/Belt POs over $100 Assisting technicians and subcontractors with PM-related questions Serve as backup for: Dropping PMs from master contracts at least 1 week prior to each PM cycle Tracking PM completion throughout the month Updating Service Parts IDs (filters, belts, etc.) in Sampro for new PM clients Creating Filter/Belt POs for PM work orders before PM rounds begin Updating GoCanvas forms for new or existing PM clients Creating newly contracted PM clients on Master Contracts in Sampro Vendor Management & Compliance Maintain up-to-date vendor documentation (COIs, W9s, Contractor Agreements, Profile Sheets). Source additional subcontractors for emergency work orders as needed. Serve as primary Point of Contact for vendor-related inquiries, escalating to the Vendor Relations/PM Coordinator as necessary. Work with the PM/Vendor Relations Administrator to obtain updated client COIs for sites requiring renewal. Participate in vendor kickoff calls to support successful onboarding. Cross-Department Support Assist the Service Team during peak seasons, with Operations Manager approval. Tasks may include: Answering phone tree calls Creating new work order requests Itemizing purchase orders Conducting backlog follow-ups Other administrative service functions as needed Key Requirements Comfortable speaking on the phone and confident cold calling new vendors each week. Previous recruiting or cold-calling experience is a plus. Proficient in Microsoft Office, including Microsoft Excel. Highly organized, efficient, and detail-oriented. Strong communication skills and ability to build positive vendor relationships. Ability to multitask, meet deadlines, and manage competing priorities. Benefits: 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Paid time off Vision insurance

Created: 2026-03-07