Contracts and Compliance Administrator

Ongoing management, administration, performance, and compliance of an assigned portfolio of approximately 100 active service vendors. This role owns the post-onboarding lifecycle of vendor relationships, serving as the primary point of contact for vendors, overseeing contract execution, compliance, payment coordination, performance quality, and continuous improvement.

Responsibilities

• Vendor Relationship & Account Management
  • Serve as the primary relationship owner for an assigned portfolio of ~100+ active vendors
  • Maintain strong, professional vendor partnerships focused on reliability, service quality, and responsiveness
  • Act as the escalation point for vendor-related issues including performance, compliance gaps, payment disputes, or operational concerns
  • Partner with Dispatch / National Operations Center to ensure vendors are engaged, responsive, and appropriately utilized
• Contract Administration & Management
  • Draft, review, execute, and maintain vendor contracts, amendments, and service agreements
  • Manage contract lifecycle activities including renewals, updates, terminations, and documentation control
  • Partner with internal stakeholders to ensure contract terms align with operational and financial requirements
  • Ensure contract terms, rates, and service scopes are clearly documented and enforced
• Compliance, Risk & Safety Oversight
  • Ensure ongoing vendor compliance with insurance requirements, certificates of insurance (COIs), bonding, licenses, and regulatory standards
  • Monitor adherence to safety, environmental, and risk management requirements
  • Coordinate background checks, drug testing, and other required compliance activities as applicable
  • Proactively identify and remediate compliance gaps to mitigate liability and operational risk
  • Conduct or coordinate audits, drills, or testing requirements to validate vendor readiness and compliance
• Performance Management & Quality Assurance
  • Monitor vendor performance against established service level agreements (SLAs) and quality standards
  • Track and evaluate performance metrics including service quality, response time, callbacks, billing accuracy, and customer satisfaction
  • Lead performance reviews and corrective action discussions with vendors as needed
  • Partner with internal teams to address quality concerns and implement improvement plans
• Financial Oversight & Cost Management
  • Partner with Facilities Hub Finance on vendor payment execution and resolve invoicing or billing discrepancies
  • Ensure vendors are paid accurately and timely according to contract terms
  • Support rate negotiations, cost reviews, and cost-reduction initiatives where appropriate
  • Monitor spend trends, discounts, rebates, and aggregation opportunities
• Cross-Functional Collaboration
  • Work closely with Vendor Onboarding to ensure smooth handoff of newly onboarded vendors
  • Collaborate with Dispatch / Operations to support vendor utilization, coverage, and service execution
  • Partner with Finance and Accounts Payable on payment accuracy and issue resolution
  • Communicate risks, trends, and performance insights to leadership
• Documentation & Reporting
  • Maintain accurate vendor records, documentation, and compliance tracking
  • Ensure vendor data integrity across systems and platforms
  • Provide reporting on compliance status, performance metrics, and vendor risk

Requirements

• 5+ years of experience in vendor administration, vendor management, contract administration, or supplier management
• Experience managing a large portfolio of external vendors or service providers
• Strong understanding of contract lifecycle management and compliance requirements
• Working knowledge of insurance, COIs, licensing, and vendor risk management
• Proven ability to manage multiple priorities in a fast-paced, high-volume environment
• Strong communication and negotiation skills
• Detail-oriented with strong documentation and follow-through capabilities
• Ability to collaborate effectively across operations, finance, and compliance teams

Qualifications

• Preferred:
  • Experience in facilities management, maintenance, construction, or service-based industries
  • Familiarity with vendor management systems, contract management platforms, or compliance tools
  • Experience supporting audits, safety programs, or regulatory compliance initiatives
  • Experience participating in vendor rate negotiations or cost-reduction initiatives
• Remote Work Requirements:
  • High-speed internet (150-300 mbps download) supporting video meetings, remote system access, and uninterrupted workflow
  • Quiet, distraction-free workspace suitable for professional phone conversations and protecting customer information
  • Camera-on participation required during meetings and trainings
  • Workspace must accommodate multiple screens and provide an ergonomic setup
  • Backup plan for connectivity disruptions, including access to an alternate location (e.g., co-working space, library)

Benefits

• Health, vision, and dental insurance
• Flexible spending accounts and health savings accounts
• Retirement savings plans
• Life and disability insurance programs
• Paid and unpaid time away from work

Pay

$20.43 - $24.04 per hour, depending on factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.