Sourcing Administrator

About the role

The Sourcing Administrator reports directly to the Sourcing Manager and supports vendor and subcontractor onboarding, paperwork follow-up, insurance document tracking, and Salesforce and Procore records. This role also supports subcontractor research, quote collection, and communication with vendors and internal teams. Complete files and organized follow-up give the Sourcing Manager greater capacity for qualification reviews, negotiations, supplier relationships, and sourcing strategy.

Responsibilities

• Coordinate fully executed onboarding packets including W-9s, vendor information, signed agreements, licenses, certificates of insurance, and required attachments.
• Check required fields, signatures, dates, and legal-entity consistency. Mark incomplete files “Received Incomplete: Review Not Started” and send a consolidated request for missing or inconsistent items.
• Follow up until documents are complete or require escalation, then route complete files to the Sourcing Manager for review.
• Collect COIs and supporting documents, monitor expiration dates, and request renewals before coverage on file expires.
• Forward COIs to Risk Assessment for coverage review and approval. Track corrections and record the review outcome.
• Maintain vendor contacts, trades, service areas, expiration dates, and follow-up history in Salesforce, Procore, SharePoint, and other approved systems.
• Complete vendor set-up and approval status changes after required approvals are documented.
• Maintain trackers showing status, responsible party, open items, deadlines, and next follow-up. Communicate readiness and delays to the Sourcing Manager, Branch Admins, requesting employees, and project teams.
• Research subcontractors and suppliers by trade, geography, and project need. Gather capabilities, availability, references, service coverage, and qualification information through initial outreach.
• Present options and concerns to the Sourcing Manager and maintain directories of approved and prospective resources, including alternatives for underserved markets.
• Support audits, reporting, data cleanup, and deactivation documentation. Maintain checklists and procedures, suggest improvements, and complete other assigned sourcing and procurement administrative duties.
• Escalate classification, tier assignment, qualification, restrictions, sourcing, and negotiation decisions to the Sourcing Manager; insurance acceptability to Risk Assessment; and contract revisions, exceptions, execution, and executive approvals to the Contract Specialist and COO, as applicable.
• Coordinate with requesting employees, who retain responsibility for accurate project intake, correct packet distribution, and local communication support.
• Serve as the designated backup for front desk operations during absences or periods of unavailability, ensuring continuity of visitor reception, incoming calls, mail handling, and essential administrative support.

Qualifications

• High school diploma or equivalent required. An associate degree or relevant business or procurement training is a plus.
• Required 2–4 years of administrative, procurement, vendor coordination, compliance, contract, or project support experience. Vendor onboarding, COI tracking, and construction or modular experience preferred.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and SharePoint; Salesforce experience is strongly preferred and Procore experience preferred.
• Strong attention to detail, document control, and ownership of multiple active files, deadlines, and priorities with limited reminders.
• Clear communication, professional follow-up, teamwork, and judgment about inconsistencies and appropriate escalation without making unauthorized approval decisions.
• Discretion in handling confidential company, contract, insurance, tax, and vendor information.