Vendor Coordinator

The Vendor Coordinator at The Nabo Group plays a vital role in managing and strengthening our vendor ecosystem. This position ensures that vendors are onboarded efficiently, remain compliant, and consistently deliver high-quality services to the communities we serve. Acting as the central liaison between vendors and internal teams, the Vendor Coordinator supports both Nabo Group and Nabo Services by managing vendor compliance, credentialing, communications, and financial coordination across platforms such as CINC Systems, VendorPay (AvidXchange), and VIVE.

Key Responsibilities:
Vendor Database & Systems Oversight
- Maintain accurate vendor records in CINC Systems, including contact details, addresses, compliance status, and payment preferences.
- Ensure VendorPay is set as the default payment method when appropriate, and support vendor setup for ACH and banking details.
- Monitor invoice routing and payment statuses; follow up on delayed or rejected transactions.
- Run reports (billing, refunds, processed payments) to monitor VendorPay adoption and billing accuracy.
- Conduct quarterly data audits across CINC, VIVE, and internal systems.

Vendor Onboarding & Compliance
- Manage end-to-end onboarding: W-9s, insurance, licenses, ACH forms, and portal training.
- Drive adoption of the VIVE platform for compliance and credentialing.
- Track and manage expirations of key documents; deliver compliance reports to leadership and Boards.
- Ensure vendors meet community-specific requirements such as COIs and background checks.

Vendor Relationship Management
- Act as the main point of contact for vendor inquiries related to compliance, payments, and documentation.
- Maintain strong relationships with VIP (Vendor Integrated Partners) and coordinate quarterly reviews.
- Proactively recruit and vet vendors in underrepresented categories or locations.
- Create and distribute vendor newsletters, compliance reminders, and event invitations.

Financial Coordination & Invoice Support
- Work with Accounting to configure vendor profiles and payment terms.
- Monitor daily activity in VendorPay; ensure timely and accurate invoice processing.
- Resolve vendor payment issues, including rejected payments, refund requests, and void/reissues.
- Prepare billing data for internal reporting and addendum billing processes.
- Educate Boards on vendor-related costs and compliance expenses.

Vendor Performance & Reporting
- Track vendor KPIs such as responsiveness, service quality, and invoice accuracy.
- Deliver monthly compliance and adoption reports to leadership.
- Support contract renewals and RFP processes by providing vendor scorecards.
- Identify opportunities to improve vendor programs and reduce operational costs.

Cross-Department Collaboration
- Partner with Property Managers to review and approve vendors for bids and RFPs.
- Collaborate with Accounting on reconciliation of payments, credits, and disputes.
- Work with Nabo Services on vendor scheduling and subcontractor management.
- Coordinate with Legal and Compliance on risk management and vendor agreements.

Qualifications:
- 2–3 years of experience in vendor coordination, procurement, or community/property management.
- Strong knowledge of vendor compliance requirements (e.g., insurance, licensing, W-9s).
- Familiarity with CINC Systems, VendorPay (AvidXchange), and VIVE is strongly preferred.
- Exceptional organizational skills and attention to detail.
- Strong interpersonal and communication skills, with the ability to build trusted vendor relationships.
- Proficient in data analysis, reporting, and performance tracking.
- Proactive problem-solver with a customer service mindset.

Working Conditions:
- Remote Work: 100% remote—work from anywhere.
- Monitoring: Use of time-tracking software (Hubstaff) is required.

To Apply:
1. Send an EMAIL ATTACHMENT of your updated resume in PDF format.
2. Please indicate that you're comfortable to start with $6 USD per hour.
3. Please send me a link to your voice recording introducing yourself & your relevant experience and include your OnlineJobs.PH profile link.
4. Kindly send your application to ---------- the subject line, please indicate the position:
Vendor Coordinator – Your Name

*Applicants who will not follow instructions will be automatically rejected without notice.
* Shortlisted applicants will be contacted by email for interview scheduling.
Looking forward to working with you!