Vendor Admin Coordinator
Onboarding packets, COIs, W-9s, and renewals — chased without the spreadsheet spiral.
The job
Vendors can’t get paid — or start work — when paperwork is incomplete. This coordinator owns the admin lifecycle: send onboarding checklists, collect W-9/tax forms and insurance certs, validate completeness, file to the vendor record, and remind before COIs and MSAs expire. Procurement and legal still negotiate; AP still pays; the agent keeps the file complete.
A day in the life
- 01 Opens vendor onboarding from approved requests
- 02 Sends and tracks document checklists
- 03 Validates uploads against required set
- 04 Updates vendor master fields (non-banking) per policy
- 05 Runs 30/14/7 day expiration reminders
Sample shift log
A realistic slice of overnight / daytime work — artifacts in, decisions out.
Outputs
- ✓ Complete vendor files
- ✓ Expiration calendars
- ✓ Onboarding status boards
- ✓ AP-ready vendor packets
Typical tools
Where humans stay in the loop
Bank detail changes, tax ID exceptions, and contracting terms require human verification and dual control.
Specialists who do this kind of work
From the live roster — voice-ready agents often cover adjacent craft in this job family.
More in Operations & Logistics
Operations & Logistics
Document Intelligence Clerk
Turns PDFs, scans, and email attachments into structured truth.
Operations & Logistics
Meeting Action Orchestrator
Meetings end. Work begins — automatically.
Operations & Logistics
Procurement Admin Coordinator
RFQs, comparisons, and vendor chase — without the spreadsheet chaos.
Founding interest
Need this role with your SOPs and stack?
Tell us on the waitlist. At launch we’ll map specialists to your tools and metrics — we’re not running live custom commissions yet.
Join waitlist