Vendor Coordinator

The Vendor Coordinator owns the administrative workflow for vendor setup, documentation, and ongoing record maintenance across TSG entities. Serving as a central point of contact for vendors, field teams, and internal departments, this position helps ensure vendors are onboarded accurately, required documents remain current, and vendor information is complete, organized, and audit-ready.

What You’ll Do

Vendor Onboarding & Compliance

• Coordinate new vendor setup from initial request through internal approval and finalization with Accounting.
• Collect, review, and validate vendor packets, W-9s, licenses, Certificates of Insurance (COIs), contracts, and other required forms.
• Review documentation for completeness, accuracy, and compliance with company requirements; follow up promptly on missing, inconsistent, or expired information.
• Interpret COIs and escalate coverage questions or exceptions to the appropriate internal reviewer.

Vendor Records & Lifecycle Management

• Create and maintain accurate vendor records, including legal names, contacts, tax details, service categories, supported entities, and current status.
• Track expiration and renewal dates and proactively contact vendors for updated licenses, insurance, contracts, or other time-sensitive documents.
• Update, deactivate, or archive duplicate, inactive, or no-longer-used vendor records so the approved vendor list remains reliable and current.
• Categorize vendors by service, geography, and supported line of business so information is easy to locate and use.

Service, Coordination & Process Support

• Serve as a responsive point of contact for vendors and internal teams regarding setup requirements, documentation status, record updates, and next steps.
• Partner with field Operations, Accounting, Risk, and other stakeholders to resolve vendor setup or compliance issues and minimize delays.
• Support the development and consistent use of vendor-management SOPs, checklists, and best practices.
• Maintain organized electronic records that support efficient document retrieval, internal reviews, and audits.

Auditing, Reporting & Continuous Improvement

• Conduct an annual vendor audit to confirm business need, licensing, insurance, and documentation status.
• Report on pending requests, missing or expired documents, aging items, and other vendor-management activity.
• Identify recurring issues and recommend practical process improvements that increase accuracy, consistency, and turnaround time.
• Perform other related duties and special projects as assigned.

What You Bring

• At least one year of experience in vendor coordination, purchasing, procurement support, accounting support, operations administration, or a related function.
• Experience reviewing Certificates of Insurance and working with vendor licenses, W-9s, contracts, or similar compliance documents.
• Strong attention to detail and a demonstrated ability to maintain accurate, confidential records.
• Excellent organization and follow-through, with the ability to manage multiple requests, deadlines, and stakeholders at the same time.
• Clear, professional written and verbal communication skills and a service-oriented approach with both vendors and internal partners.
• Proficiency with Microsoft Outlook and Excel and comfort learning internal databases, accounting systems, and vendor-management platforms.
• Ability to work independently, use sound judgment, escalate concerns appropriately, and collaborate effectively in a fast-paced environment.

Preferred Qualifications

• Experience supporting real estate, property management, hospitality, construction, facilities, or another multi-location operation.
• Experience maintaining vendor master data or supporting multiple legal entities, departments, or markets.

The Siegel Group is an equal opportunity employer. Employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. Reasonable accommodations are available to qualified individuals with disabilities.

This job description summarizes the position’s primary duties and qualifications. Responsibilities may change based on business needs and do not constitute a contract of employment.