Vendor Coordinator

Position Summary

The Vendor Coordinator is the operational owner of the vendorization lifecycle, guiding service providers from initial inquiry through approval, contracting, and ongoing compliance monitoring. This role sits at the intersection of regulatory compliance, records management, and provider relations. It suits someone who is energized by precise work, keeps meticulous records without being asked, and can explain complex requirements clearly to applicants who are encountering them for the first time.

Accuracy in this position has direct downstream consequences. Vendor files, rate assignments, and contract records drive service authorization and payment, so the work must be right the first time.

Key Responsibilities

Vendor Intake and Application Processing

• Serve as the first point of contact for vendorization inquiries, providing accurate guidance on eligibility, requirements, and process in accordance with applicable statute, regulation, and Agency policy.
• Review submitted applications for completeness and accuracy, then route to the appropriate reviewers and follow through to resolution.
• Analyze applications against regulatory and policy criteria, identify deficiencies, and communicate required corrections to applicants.

Credentialing and Compliance Monitoring

• Verify vendor licenses, certifications, and credentials at application and on an ongoing basis.
• Maintain tickler and reminder systems for license renewals, periodic reviews, and recurring compliance deadlines, escalating lapses before they affect vendor standing.
• Notify vendors, internal staff, and the funding or oversight agency of approved vendorizations, rate actions, and status changes.

Records and Data Management

• Assign vendor numbers and establish complete physical and electronic vendor files.
• Maintain and update the Agency's case management, fiscal, contract, and rate-table systems, ensuring consistency across platforms.
• Reconcile discrepancies between systems and correct records at the source.

Contract Administration

• Receive, log, and track vendor contracts through execution, monitoring outstanding items to completion.
• Maintain a current, auditable report of all contracts, vendorization requests, and active projects, and distribute status updates to stakeholders.

Documentation and Administrative Support

• Draft memos, reports, and correspondence related to contracting and vendorization.
• Prepare documentation and pull records in support of audits, reviews, and management reporting.
• Perform general clerical duties as assigned.

This list is representative rather than exhaustive. Additional duties may be assigned.

Required Qualifications

Education and Experience

• High school diploma or equivalent, plus three years of related experience in vendor management, contract administration, credentialing, compliance, or comparable administrative work.
• Any combination of education and experience that provides the required knowledge and skills will be considered.

Knowledge

• General office practices, procedures, and records management.
• Working familiarity with regulatory or contract compliance environments.

Skills and Abilities

• Exceptional attention to detail and demonstrated follow-through on multi-step processes with external dependencies.
• Ability to manage a high-volume workload with competing deadlines and maintain accurate tracking throughout.
• Clear written and verbal communication, including the ability to translate complex regulatory requirements into plain language.
• Proficiency with database systems and data entry, including the ability to learn agency-specific platforms.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Foundational accounting or bookkeeping knowledge sufficient to understand rate structures and contract terms.
• Accurate and efficient typing and data entry.
• Ability to work effectively and respectfully with diverse vendors, staff, and community partners.

Preferred Qualifications

• Experience in a regional center, public agency, health and human services, or other regulated contracting environment.
• Prior work with provider credentialing, licensing verification, or rate-setting processes.
• Experience maintaining compliance tracking systems or audit-ready documentation.
• Intermediate Excel skills, including lookups, filtering, and pivot tables.