Pavement Recycling Systems is the Western United States premier provider of Recycling Solutions to reclaim, preserve, and rehabilitate pavement at any stage. Becoming a team member of PRS introduces you to a unique culture of employee ownership and empowerment to grow and succeed in your career. We create an environment in which all employees develop and contribute to their full potential and we recognize and reward outstanding results.
Position Overview
The Vendor Administrator supports the branch offices by ensuring all vendors and subcontractors meet company and regulatory compliance standards. This role manages vendor/subcontractor documentation, monitors certifications and insurance renewals, facilitates onboarding, and serves as the key liaison between vendors and internal departments. The ideal candidate will be detail-oriented, organized, and familiar with construction industry compliance requirements.
Primary Responsibilities
- Prepare and issue vendor and subcontractor agreements as requested by the branch offices
- Coordinate onboarding and set up of new vendors and subcontractors, ensuring all compliance requirements are met
- Collect, verify and maintain vendor documentation
- Serve as the primary point of contact between vendors and subcontractors, facilitating communication with branch offices
- Monitor vendor/subcontractor documentation renewals and expirations to maintain continuous compliance
- Ensure vendors comply with company policies, safety standards, and legal/regulatory requirements
- Collaborate with business partners to resolve vendor or subcontractor issues promptly
- Request, review, and follow up on all vendor/subcontractor insurance documents until fully compliant
- Enter and maintain accurate vendor and subcontractor information in compliance management systems
- Maintain and update compliance tracking spreadsheets and vendor/subcontractor databases
- Assist in preparing contract attachments, exhibits, and other compliance-related documentation
- Report non-compliant vendor and subcontractors to the appropriate business partners
- Track vendor/subcontract compliance documents and renewals
- Maintain and update preferred vendor list
- Conduct audits of vendor files for accuracy, completeness, and compliance
- Prepare and distribute communications, such as mail, reports, and other correspondence
- Attend regular meetings to facilitate ongoing communication with business partners
- Other duties as assigned or required
Qualifications
- Knowledge of construction industry regulations, safety standards, and compliance requirements
- Experience with vendor onboarding, insurance verification, and contract administration
- Strong organizational skills and attention to detail
- Excellent written and verbal communication and interpersonal skills for vendor/subcontractor and internal stakeholder interactions
- Impeccable organizational, time management, follow-up and problem solving skills
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Strong problem solving skills and the ability to escalate issues when necessary
- Strong work ethic and high degree of professionalism
Education and/or Experience
- A minimum of 4+ years of subcontract administration in construction is preferably
- High School Diploma or equivalent required
- Understanding of Labor Unions and Labor Agreements a plus
- Proficient in Microsoft software such as Word, Excel, Outlook and Power Point
- Knowledge of trucking industry regulations and AB5 compliance is a plus
Why Join
- ESOP Retirement Benefits are extended to all employees with participation after one year of service. A typical discretionary annual company contribution can range from 10% to 15% of your annual salary.
- 401K Retirement Benefits are extended to all Non-union employees.
- Health, Dental, and Vision as well as other supplemental health insurance.
- PTO
- Holiday Pay
- Opportunities for career advancement
- On the job training provided to all employees
- Work for an industry leader in various disciplines and markets
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:
- While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to stand, walk and talk or hear. The employee is regularly required to sit; climb or balance; stoop, kneel, crouch, or crawl; and smell
- The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
We are an equal opportunity employer and give consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, or any other status or characteristic protected by federal, state, or local law.
Compensation details: 27-32 Hourly Wage
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