Vendor Coordinator (Independence Excavating)

Vendor Coordinator

Independence Excavating is seeing a Vendor Coordinator to join our team! This person will be responsible for coordinating and maintaining vendor documentation and compliance requirements throughout the vendor onboarding process and the duration of each project. The Vendor Coordinator will monitor vendor compliance with company and project-specific contractual, insurance, safety, and regulatory requirements; proactively follow up on outstanding, incomplete, or expired documentation; and maintain accurate and up-to-date vendor records. The position will serve as the primary administrative contact for vendors before they begin work and throughout the duration of a project, while supporting internal departments and project teams by ensuring all required vendor documentation is received, maintained, and current. This role will help ensure the company has confidence that vendors are properly documented, compliant, and authorized to perform work before and throughout their involvement on a project.

Who is IX?

From breaking ground to final completion, our team has been laying the foundation for excellence in heavy civil construction and demolition for more than 70 years.

We combine industry innovation with decades of proven performance, delivering complex projects safely, efficiently, and with unmatched expertise. Our long-standing track record of success reflects our commitment to quality, integrity, and value - making us a trusted partner from the ground up.

For seven decades, Independence Excavating has built a team of dedicated construction professionals whose experience and discipline set us apart in the industry.

To learn more, visit www.indexc.com.

What do we believe in?

PEOPLE:

Provide a safe, family-oriented environment. Commitment to integrity. Protect our most valuable assets.

PERFORMANCE:

Always deliver the highest quality. Find solutions. Provide value to our partners.

COMMUNITY:

Positively impact the communities we serve. Give back. Leave the world a better place than we found it.

Key Responsibilities

• Assist all departments with the New Vendor Setup process, ensuring all required documentation and information is received, reviewed, and complete prior to establishing the vendor in company systems.
• Review, track, and maintain Certificates of Insurance and Workers' Compensation documentation for all active subcontractors and suppliers.
• Coordinate the OCIP/CCIP enrollment process for subcontractors and suppliers, when required, ensuring all required enrollment documentation is completed and submitted in accordance with project requirements.
• Track and maintain subcontractor Performance and Payment Bonds, ensuring required bonds are received, properly documented, current, and readily accessible throughout the project.
• Review vendor payment application documentation to ensure all required lien waivers, affidavits, and supporting documentation have been submitted and are complete prior to processing.
• Perform vendor invoice and payment audits in accordance with project and contract requirements.
• Review subcontractor Certified Payrolls for completeness, accuracy, and compliance with applicable project and contractual requirements.
• Assist the Pre-Construction Department with the vendor pre-qualification program.
• Assist the Contract Administrator with creating and tracking Subcontracts and Purchase Orders.
• Assist Project Managers with subcontractor and supplier performance reviews.
• Assist Project Managers with subcontractor and supplier project closeout documentation.
• Other duties and responsibilities as assigned by manager in support of company operations and project requirements.

Do you have what it takes?

• 2+ years of experience in construction administration, project coordination, vendor management, subcontract administration, compliance, or a related field preferred.
• Experience in the civil construction industry is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, vendors, and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to professionally and consistently follow up with vendors regarding outstanding requirements.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Experience with construction management or document management software such as Procore, Spectrum, or similar systems is preferred.
• Ability to understand and interpret basic contractual, insurance, and compliance requirements.
• Ability to work independently while coordinating effectively with Project Managers and other departments.

Why IX?

• Weekly Competitive Pay!

• Excellent Benefits:

• Medical

• Dental

• Vision

• FSA & HSA

• Life Insurance + Optional Family Life Insurance

• Short-term and Long-term Disability

• Wellness Incentive Program

• Paid Holidays and PTO

• 401(k) + Company match

• Tuition Reimbursement

• Family-owned and operated since 1956

Independence Excavating, Inc. is an Equal Opportunity Employer and we value workplace diversity and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.