Vendor Management Coordinator - US Account

Job Summary

KDCI Outsourcing is seeking a Vendor Management Coordinator to support the administrative and coordination requirements of subcontractor management for a U.S.-based client. This role focuses on maintaining accurate subcontractor records, coordinating onboarding and offboarding, tracking compliance documentation, and following up on outstanding requirements. The ideal candidate is organized, detail-oriented, proactive, and comfortable managing multiple records and follow-ups independently.

Key Responsibilities

• Maintain and update subcontractor records, contact information, and status changes in the company database.
• Collect, review, and track required subcontractor documentation, including certifications, insurance, and compliance requirements.
• Monitor missing or expiring documents and follow up with subcontractors and internal stakeholders.
• Coordinate subcontractor onboarding by sending requirements, tracking completion, and confirming readiness with internal teams.
• Process subcontractor offboarding and maintain accurate records for inactive or terminated subcontractors.
• Respond to routine subcontractor inquiries and coordinate with internal teams when needed.
• Maintain trackers and prepare status updates on onboarding, offboarding, documentation, and compliance.
• Follow up proactively on outstanding requirements and pending actions.
• Ensure subcontractor records are complete, accurate, and updated in a timely manner.
• Provide general administrative and coordination support related to subcontractor management.

Job requirements

• At least 2 years of experience in vendor administration, subcontractor coordination, procurement support, compliance administration, or a similar role.
• Experience supporting a U.S.-based client or team is highly expected.
• Experience maintaining databases, vendor records, or subcontractor management systems.
• Strong organizational and documentation skills with high attention to detail.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Excel and Outlook.
• Comfortable managing multiple records, deadlines, and follow-ups simultaneously.
• Ability to work independently with minimal supervision.
• Strong follow-up and coordination skills.
• Experience tracking certifications, insurance documents, compliance requirements, or vendor documentation is strongly preferred.
• Ability to handle confidential and sensitive information professionally.