Vendor Operations Coordinator

Our US Partner specializes in legal support services, with a focus on coordinating process serving and maintaining a reliable network of independent process servers across Florida. Their operations depend on timely assignment coordination, consistent vendor follow-up, accurate documentation, and strong contractor relationships to ensure legal service requests are completed efficiently and within required deadlines.

We are looking for a highly organized, persistent, and proactive Vendor Network Coordinator to manage vendor follow-ups, recruit and onboard process servers, monitor assignments, and maintain a reliable vendor network.

The ideal candidate is comfortable with high-volume outbound communication, persistent follow-up, and independent decision-making. You will communicate with U.S.-based contractors, track deadlines and commitments, resolve stalled assignments, and ensure accurate documentation.

This is a full-time role, on a US shift and on a Work onsite set-up.

If you have the right skill set, this may be your opportunity to enter this fast-growing organization.

DUTIES AND RESPONSIBILITIES:

Vendor Coordination

• Manage daily follow-ups and track assignment status, deadlines, and next actions.
• Contact vendors via phone, email, and text for timely updates.
• Prioritize urgent and time-sensitive assignments.
• Follow up on missed commitments and delayed affidavits.
• Coordinate reassignment of stalled assignments when needed.
• Document all communications and updates accurately.

Recruiting & Onboarding

• Recruit and screen independent process servers based on coverage needs.
• Verify certifications, service areas, availability, and required documentation.
• Onboard vendors and maintain accurate rates, contact information, and coverage details.

Vendor Network Management

• Maintain an up-to-date vendor database and identify coverage gaps.
• Monitor vendor performance, reliability, response times, and documentation turnaround.
• Address performance concerns and recommend restrictions or removal when necessary.

Decision-Making & Escalation

• Take ownership of decisions within assigned authority, including follow-ups, reassignment, onboarding, and approved vendor rates.
• Escalate matters involving exceptions, client communication, vendor removal, fraud concerns, or deadlines that cannot be met.
• Provide management with relevant facts and recommendations when escalation is required.

QUALIFICATIONS:

• At least 3 years of experience in a role involving persistent outbound follow-up, such as:

  • Vendor or contractor coordination
  • Dispatch
  • Field-service scheduling
  • Logistics
  • Collections
  • High-volume outbound support
  • Recruitment or sourcing

• Comfortable making frequent outbound calls and communicating with U.S.-based contractors or vendors.

• Persistent and confident in following up while maintaining a professional and respectful communication style.

• Excellent written and spoken English communication skills.

• Strong organizational skills and disciplined record-keeping.

• Ability to manage multiple open assignments and prioritize work based on urgency and deadlines.

• Strong attention to detail and ability to consistently document interactions and updates.

• Experience working with CRM, ticketing, database, or vendor-management systems.

• Proficiency with spreadsheets and common productivity tools.

• Able to work independently and take ownership of assigned tasks.

• Willing to work Monday to Friday, 8:00 AM to 5:00 PM U.S. Eastern Time.

• Willing to work onsite at the Pasig office in the Philippines.

PREFERRED QUALIFICATIONS:

• Experience recruiting, screening, or onboarding independent contractors or field workers.
• Experience in legal support, process serving, courier services, home services, logistics, or other contractor-based businesses.
• Familiarity with Google Workspace, Google Voice, Airtable, and Notion.
• Experience managing vendor performance, service-level expectations, or contractor networks.

WHAT’S IN IT FOR YOU?

• Full-time permanent position
• Competitive compensation package and benefits
• Be part of a dynamic US Team
• 13th-month pay
• Paid Leaves, commutable to cash
• Access top-tier health insurance, including dental coverage.
• Personal development and training opportunities
• We cover Government-mandated benefits (SSS, Phil health, Pag Ibig, Maternity or Paternity leave benefit, Solo Parent Leave, etc.)
• Participate in a variety of activities, including team outings, sports events, and other fun events to foster camaraderie.