Supply Chain & Vendor Compliance Specialist

Description

The Supply Chain & Vendor Compliance Specialist is responsible for supporting procurement, inventory planning, vendor compliance, business licensing, and corporate insurance administration activities that enable successful project execution and day-to-day operations. This role serves as the primary coordinator for purchasing activities, vendor onboarding, compliance documentation, business license renewals, and Certificate of Insurance (COI) management. The position works closely with Operations, Project Management, Finance, Warehouse, and external vendors to ensure materials, services, and compliance requirements are fulfilled accurately and on time.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while supporting a growing and fast-paced operation. As a lean organization, team members are expected to contribute across functions when needed and proactively leverage process improvements, technology, AI, and automation to increase efficiency and scale their impact.

Primary Responsibilities

 
Purchasing & Procurement Support

• Prepare and process purchase orders for materials, equipment, and services.
• Obtain and compare supplier quotations.
• Track purchase orders from issuance through delivery.
• Follow up with suppliers regarding order status, shipment tracking, and delivery schedules.
• Support invoice reconciliation and purchasing documentation.
• Maintain purchasing records, vendor databases, and procurement files.
• Assist with identifying cost-saving opportunities and supplier alternatives.

Inventory Planning & Material Coordination

• Support inventory forecasting and material planning activities.
• Monitor inventory levels and assist with replenishment planning.
• Coordinate with warehouse personnel regarding incoming materials and inventory availability.
• Assist with inventory counts, audits, and reconciliation activities.
• Maintain inventory reports and procurement tracking tools.
• Identify and escalate potential material shortages or supply chain risks. 

Warehouse Support 

• Provide warehouse support and coverage.
• Logistics coordination as needed.
• Moving parts around the warehouse, processing order pickups, maintaining labels and organization of parts on hand. 

Vendor Compliance & Supplier Administration

• Manage vendor onboarding activities and documentation collection.
• Maintain vendor records, including: 
  • W-9s
  • Reseller certificates
  • Tax forms
  • Compliance documents
  • Supplier certifications
• Track vendor qualification status and renewal requirements.
• Maintain approved vendor databases.
• Support vendor audits and compliance reviews.
• Coordinate with vendors to resolve missing or expired documentation.
• Ensure vendor records remain current and complete. 

Business Licensing & Corporate Insurance Administration

• Track Chargie's business licenses and permit renewals.
• Maintain business license records and renewal schedules.
• Coordinate license renewal applications and supporting documentation.
• Manage requests for Certificates of Insurance (COIs).
• Coordinate with insurance brokers to obtain and distribute updated COIs and endorsements.
• Maintain insurance certificate records and expiration tracking.
• Ensure insurance requirements are met before project mobilization or vendor engagement.
• Support customer, utility, landlord, and partner requests for compliance documentation. 

Cross-Functional Operations Support

• Support project teams by ensuring purchasing and compliance requirements are completed on schedule.
• Provide status updates regarding procurement, material deliveries, vendor compliance, and licensing activities.
• Assist in resolving supplier, purchasing, and compliance-related issues.
• Continuously evaluate and implement productivity improvements that reduce manual effort, improve accuracy, and enhance operational effectiveness.
•  Participate in cross-functional projects and initiatives that support broader company objectives.

Requirements

Qualifications

Required

• Bachelor's degree or equivalent experience in Supply Chain, Business Administration, Operations, or related field.
• 3+ years of experience in purchasing, procurement, operations, supply chain, vendor administration, or related functions.
• Strong organizational and administrative skills.
• Experience managing multiple priorities and deadlines.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong written and verbal communication skills.
• Requires being in office 5 days a week

Preferred

• Experience supporting construction, EV infrastructure, utilities, or field services.
• Experience with NetSuite, Tipalti, Smartsheet, or other ERP and procurement tools.
• Experience using technology solutions, automation, or AI to improve personal or team productivity.
• Experience in a warehouse.
• Familiarity with: 
  • Vendor compliance programs
  • Certificates of Insurance
  • Business licensing
  • Supplier onboarding
  • Inventory management