Overall Job Purpose:
The Vendor Management Specialist is responsible for coordinating and maintaining all administrative aspects of vendor onboarding and compliance. This includes collecting documentation for completeness, tracking certification status, and ensuring all vendors meet company standards before being engaged on projects. The role is essential in supporting the successful execution of business infrastructure projects by ensuring vendor readiness, compliance, risk assessment, and data integrity.

This position requires excellent English communication skills, both written and verbal, and the ability to speak professionally with vendors via phone and email. You will be the key point of contact for vendor onboarding and must be able to clearly explain requirements and follow up consistently.

• Coordinate the onboarding of new vendors, ensuring all required documentation is submitted, complete, and accurate
• Communicate directly with vendors via phone and email to explain onboarding steps, clarify requirements, and request missing documentation
• Review and verify vendor documents, including W-9s, Certificates of Insurance (COIs), business licenses, and required certifications
• Track document expiration dates and proactively follow up with vendors to collect renewals
• Maintain accurate vendor records in internal platforms (e.g., OneVizion)
• Ensure all vendors meet internal compliance requirements before project engagement
• Provide real-time updates and visibility into vendor status, documentation gaps, and onboarding progress
• Assist in the development and refinement of documentation workflows and standard operating procedures
• Collaborate with internal teams including Safety, Finance, HR, and Field Operations to support vendor-related needs
• Support reporting efforts related to vendor compliance and readiness metrics
• Manage business license records and certification tracking across U.S. and Canada

Requirements:
• Bachelor’s degree in a technical, business, or related field
• 3+ years of experience in vendor coordination, compliance, or administrative operations
• Strong understanding of documentation workflows (e.g., COIs, W-9s, licenses)
• Experience in the wireless or telecom industry preferred (e.g., site acquisition, tower construction, or network upgrades)
• Highly proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Experience using vendor management or compliance tracking systems (e.g., OneVizion, COMPLI)
• Fluent in spoken and written English with a professional, clear, and confident communication style
• Comfortable speaking with external vendors over the phone to provide guidance and request documentation
• Strong organizational and multitasking skills
• Excellent attention to detail
• Ability to work both independently and within a cross-functional team

Key Soft Skills:
• Exceptionally organized and detail-focused
• Proactive and dependable with strong follow-through
• Clear, confident, and courteous communicator via phone and email
• Strong interpersonal skills for building vendor and internal team relationships
• Comfortable managing multiple tasks and shifting priorities
• Strong sense of ownership and accountability

Tools & Systems:
• Vendor Management Platform: OneVizion (or similar)
• Documentation Tools: Microsoft Office, Google Workspace, SharePoint
• Tracking & Reporting: Excel, SharePoint, internal dashboard