Supply Chain & Vendor Compliance Specialist

About the role

The Supply Chain & Vendor Compliance Specialist is an on-site role, responsible for supporting procurement, inventory planning, vendor compliance, business licensing, and warehouse support activities that enable successful project execution and day-to-day operations. This role serves as the primary coordinator for purchasing activities, vendor onboarding, compliance documentation, business license renewals, and is the backup for warehouse coverage. The position works closely with Operations, Project Management, Finance, Warehouse, and external vendors to ensure materials, services, and compliance requirements are fulfilled accurately and on time. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while supporting a growing and fast-paced operation. As a lean organization, team members are expected to contribute across functions when needed and proactively leverage process improvements, technology, AI, and automation to increase efficiency and scale their impact.

Responsibilities

• Prepare and process purchase orders for materials, equipment, and services.
• Obtain and compare supplier quotations.
• Track purchase orders from issuance through delivery.
• Follow up with suppliers regarding order status, shipment tracking, and delivery schedules.
• Support invoice reconciliation and purchasing documentation.
• Maintain purchasing records, vendor databases, and procurement files.
• Assist with identifying cost-saving opportunities and supplier alternatives.
• Support inventory forecasting and material planning activities.
• Monitor inventory levels and assist with replenishment planning.
• Coordinate with warehouse personnel regarding incoming materials and inventory availability.
• Assist with inventory counts, audits, and reconciliation activities.
• Maintain inventory reports and procurement tracking tools.
• Identify and escalate potential material shortages or supply chain risks.
• Provide warehouse support and coverage.
• Logistics coordination as needed.
• Moving parts around the warehouse, processing order pickups, maintaining labels and organization of parts on hand.
• Manage vendor onboarding activities and documentation collection.
• Maintain vendor records, including:
• W-9s
• Reseller certificates
• Tax forms
• Compliance documents
• Supplier certifications
• Track vendor qualification status and renewal requirements.
• Maintain approved