Vendor Resolution Coordinator
Required skills
- invoices
- signatures
- phone
- outbound calls
- data entry
- company systems
- follow-up
- resolution
- accountability
- dependability
Nice to have
- vendor management
- facilities management
- customer service
- administrative
- service industry
Role summary
We are seeking a Vendor Resolution Coordinator to join our operations team. This full-time, onsite role involves direct communication with vendors to collect necessary documentation, resolve outstanding issues, and ensure efficient processing of service work orders. The position requires a highly organized, persistent, and proactive individual comfortable with a fast-paced, phone-based environment, consistently following up and taking ownership of issues until resolution. Responsibilities include obtaining missing paperwork, resolving discrepancies, and collaborating with internal teams to overcome obstacles. The ideal candidate possesses strong communication, organizational, problem-solving, and data-entry skills, with previous experience in administrative, customer service, vendor, or facilities management being a plus.
Vendor Resolution Coordinator
Full-Time | Monday–Friday | 8:00 AM–5:00 PM
We are seeking a highly organized, persistent, and proactive Vendor Resolution Coordinator to join our operations team. This position is responsible for communicating directly with vendors, collecting required documentation, resolving outstanding issues, and ensuring service work orders can move efficiently toward completion and billing.
This is a fast-paced, phone-based position that requires someone who is comfortable following up consistently, solving problems, and taking ownership of outstanding items until they are resolved.
Responsibilities
- Contact vendors by phone to obtain missing paperwork, invoices, photos, signatures, and other required documentation.
- Follow up on outstanding work orders and vendor requirements daily.
- Resolve missing or incomplete paperwork and documentation issues.
- Communicate with vendors regarding service discrepancies, incomplete information, and outstanding requirements.
- Work with internal operations teams to identify and resolve issues preventing work orders from being completed or billed.
- Maintain accurate notes and documentation within company systems.
- Escalate unresolved vendor or work-order issues when necessary.
- Prioritize urgent and aging items to prevent unnecessary delays.
- Ensure assigned follow-ups are completed accurately and within required timelines.
- Take ownership of assigned issues from initial follow-up through resolution.
What We're Looking For
The ideal candidate is someone who is organized, confident on the phone, persistent, and solution-oriented. You should be comfortable making a high volume of outbound calls and following up multiple times when necessary.
Strong candidates will have:
- Excellent verbal and written communication skills
- Strong organizational and follow-up skills
- Ability to multitask in a fast-paced office environment
- Strong attention to detail
- Confidence communicating with vendors and service providers
- Ability to identify problems and work toward a resolution
- Dependability and a strong sense of accountability
- Basic computer and data-entry skills
- Previous administrative, customer service, vendor management, facilities management, or service-industry experience is a plus
About the Role
This is not a position where outstanding items are simply passed along to someone else. The Vendor Resolution Coordinator is expected to take ownership, actively follow up, and work toward a resolution.
If you are organized, persistent, comfortable picking up the phone, and enjoy solving problems and getting things completed, we would like to hear from you.
