Vendor Relations Administrator

Pay:$20.00 - $23.00 per hour

Job description:

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.

• 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

• 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

• 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.

• 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

• 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.

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance