Admin - Vendor Management

This is a remote position.

We are seeking a detail-oriented and highly organized CRM & Vendor Data Management Specialist to manage, maintain, and optimize vendor data within our CRM system. This role is critical in ensuring accurate, up-to-date vendor information to support dispatch, operations, and overall business efficiency. The ideal candidate has strong data management skills, experience working with CRM systems, and the ability to coordinate effectively with vendors and internal teams.

Duties and Responsibilities

1. Vendor Data Management

• Maintain and update vendor profiles in the CRM system with accuracy and completeness.
• Ensure all vendor information (contact details, service areas, rates, availability, and documents) is current.
• Conduct regular audits to identify missing, outdated, or duplicate records.
• Verify vendor details through coordination with vendors and internal teams.

2. CRM Updating & Maintenance

• Perform daily CRM updates, including adding new vendors, editing records, and deactivating inactive vendors.
• Ensure proper categorization and tagging based on services, location, and priority.
• Maintain consistency in data formatting and CRM standards.
• Monitor data quality and resolve discrepancies promptly.

3. Vendor Coordination & Follow-ups

• Communicate with vendors to collect required documents and updates.
• Follow up on incomplete profiles and missing requirements.
• Assist in onboarding new vendors into the CRM system.
• Ensure vendor compliance with company standards and requirements.

4. Reporting & Tracking

• Generate reports on vendor status (active, inactive, pending, incomplete).
• Track vendor updates, onboarding progress, and changes.
• Maintain logs and trackers for vendor-related activities.
• Identify and highlight gaps such as inactive vendors or coverage issues.

5. Quality Control & Compliance

• Ensure vendor data meets company standards and operational requirements.
• Validate accuracy of critical fields affecting dispatch (e.g., service type, coverage area).
• Maintain confidentiality and security of vendor information.
• Support audits and data validation processes.

6. System Navigation & Support

• Maintain strong knowledge of CRM workflows and vendor processes.
• Assist team members in navigating and locating vendor information.
• Provide basic troubleshooting for CRM-related issues.

7. Project & Operational Support

• Support dispatch and operations teams by ensuring vendor data is reliable and accessible.
• Assist in special projects such as vendor cleanup, expansion, or reactivation campaigns.
• Coordinate with internal departments on vendor-related needs.

8. Other Duties

• Recommend improvements for CRM efficiency and workflows.
• Perform additional administrative tasks as assigned.
  

Requirements

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.
  
• Minimum of 2 years of experience in administrative support, data management, or CRM-related roles.
  
• Experience with CRM systems (preferred).
  
• Strong attention to detail and commitment to data accuracy.
  
• Excellent organizational and time management skills.
  
• Strong communication skills for vendor coordination and follow-ups.
  
• Proficiency in Microsoft Office and Google Workspace (especially Excel/Google Sheets).
  
• Ability to handle repetitive tasks with consistency and accuracy.
  
• Ability to work independently in a fast-paced environment.
  
• Experience in dispatch, logistics, or vendor management is a plus.
  
• Must be willing and able to work during Pacific Standard Time (PST) hours.