Vendor Management Administrator

At EquipmentShare, we’re not just filling a role — we’re assembling the best team on the planet to build something that’s never been built before. We’re on a mission to transform an industry that’s been stuck in the past by empowering contractors and communities through innovative technology, real-time support, and a team that truly cares.

About the role

We’re hiring a Vendor Management Administrator for our Corporate HQ in Columbia, MO. This is an administrative role supporting EquipmentShare’s new and current vendor on-boarding and related compliance process. Responsibilities include facilitating all the steps involved in onboarding a new vendor and supporting/maintaining the current vendor base.

Responsibilities

• Processing internal in-take request forms
• Reviewing vendor applications
• Conducting background checks
• Collecting required documents (e.g. W9, Certificate of Insurance, banking/payment information, tax exempt certificates)
• Ensuring data/document compliance
• Facilitate the vendor annual renewal process
• Coordinate and communicate with internal cross-functional stakeholders (e.g. Risk Management/Insurance, Legal, Accounts Payable, Purchasing, Branch Operations, and others as needed)
• Coordinate and communicate with external stakeholders (e.g. vendors/suppliers, insurance agents, and others as needed)
• Maintain various SOPs
• Maintain a new market checklist and provide vendors with the needed information every time we open a new location
• Network drive maintenance
• Manage payment remit addresses and payment notifications
• Collection/management/maintenance of 1099 documentations
• Responding to incoming emails and voicemails
• Maintain credit reference sheet

Why EquipmentShare?

Because we do things differently — and we think you’ll feel it from day one. We’re a people-first company powered by cutting-edge technology. That means our proprietary T3 platform doesn’t just run our business — it also makes your job easier, safer, and more connected. Whether you’re behind the wheel, under the hood, leading a branch, or closing deals — tech supports you, and you drive us forward.

We’re a team of problem-solvers, go-getters, and builders. And we’re looking for teammates who take pride in doing meaningful work and want to be part of building something special.

Benefits

• Competitive compensation
• Full medical, dental, and vision coverage for full-time employees
• Generous PTO + paid holidays
• 401(k) + company match
• Gym membership stipend + wellness programs (earn PTO and prizes!)
• Company events, food truck nights, and monthly team dinners
• 16 hours of paid volunteer time per year — give back to the community you call home
• Career advancement, leadership training, and professional development opportunities

Skills & Qualifications

• Above-average knowledge of spreadsheets. Knowledge of pivot tables is preferable.
• Ability to type, do data entry and data manipulation with accuracy and ease
• Knowledge of Google Suite and Google Sheets is preferred but not required.
• Knowledge of Front is preferred but not required.
• Strong oral and written communication skills
• Flexible/adaptive to an ever-changing environment
• Ability to multitask, operate with a sense of urgency, while demonstrating professionalism to all those they interact with
• Must be organized, focused, and completes tasks on-time
• Demonstrate critical thinking skills, the ability to think logically, and look for opportunities to improve processes and procedures.
• Is considered a self-starter, working with little supervision
• Customer service centric, providing excellent customer service support and follow through

Education and Experience

• Associate degree in Business, Accounting, or related field, preferred. Equivalent relevant experience will be considered in lieu of a degree.
• At least 2 years of experience in customer service/support, shared services and/or a role/position involving heavy written and verbal (primarily telephone) interaction with both internal/external stakeholders.
• Experience with vendor on-boarding, AP invoice reconciliation, customer support, and process improvement preferred.

Physical Requirements

• Must be able to sit for long periods of time at a desk

About You

You want to be part of a team that’s not just changing an industry for the sake of change — we’re transforming it to make it safer, more secure, and more productive. You bring grit, heart, and humility to your work, and you’re excited about the opportunity to grow within a fast-paced, mission-driven environment.

We’re looking for people who:

• See challenges as opportunities
• Embrace change and continuous improvement
• Bring energy, effort, and optimism every day