Job Description:
At T. Baker Smith, we know successful projects begin long before construction starts. We're looking for a detail-oriented Contracts & Vendor Compliance Coordinator to help ensure our contracts, vendors, and subcontractors meet the highest standards for compliance, documentation, and risk management.
In this role, you'll collaborate with project managers, procurement, accounting, legal, and external partners to manage contract administration, vendor onboarding, insurance compliance, and regulatory requirements. If you're organized, proactive, and enjoy creating processes that keep projects running smoothly, we'd love to hear from you.
What You'll Do
Manage Contracts
- Review contracts, subcontracts, and agreements for completeness and compliance.
- Coordinate contract routing, execution, and document management.
- Track contract renewals, key dates, and important deadlines.
- Identify insurance, liability, indemnity, and other risk-related provisions for internal review.
Support Vendor Compliance
- Coordinate vendor and subcontractor onboarding and prequalification.
- Maintain vendor records and ensure required documentation remains current.
- Review vendor submissions for compliance with company and project requirements.
- Partner with project teams to ensure vendors are approved before project work begins.
Manage Insurance Documentation
- Review Certificates of Insurance (COIs) to verify contract compliance.
- Track policy expirations and request updated documentation as needed.
- Communicate with vendors to resolve insurance deficiencies.
- Maintain organized insurance records for audits and project documentation.
Promote Compliance & Reduce Risk
- Help ensure vendors meet contractual, insurance, and regulatory requirements.
- Maintain accurate records to support internal and external audits.
- Assist in improving compliance processes and tracking systems.
Collaborate Across Teams
- Serve as the primary point of contact for vendors regarding compliance requirements.
- Work closely with project managers, procurement, accounting, and legal teams.
- Provide guidance to vendors on documentation and submission requirements.
What You'll Bring
- Associate's or Bachelor's degree in Business Administration, Legal Studies, Risk Management, or a related field (or equivalent experience).
- Two or more years of experience in contract administration, vendor management, insurance compliance, procurement, or a similar role.
- Working knowledge of Certificates of Insurance (COIs) and basic contract terminology preferred.
- Excellent organizational skills with exceptional attention to detail.
- Ability to prioritize multiple projects and meet deadlines.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office, including Excel, Word, and Outlook. Experience with contract or vendor management software is a plus.
Why Join T. Baker Smith?
At T. Baker Smith, you'll join a collaborative team that values integrity, accountability, and continuous improvement. Your work will directly support project success by helping protect the company, our clients, and our business partners through strong contract and compliance management.
If you're looking for an opportunity where your organization, communication, and problem-solving skills make a meaningful impact, we'd love to hear from you.
Apply today and help us build stronger partnerships from the ground up.
Experience comes in different forms; many skills are transferable – and passion goes a long way. Here at TBS, we are in the business of cultivating people, and you are set up to succeed if you identify strongly with these values / behaviors; Growth oriented, Trustworthy, Responsive, Works hard, smart, & safe, Builds a positive team & family spirit, and are Enthusiastic & energetic.
We also know that diversity of background and thought can enhance problem-solving and encourage more creative thinking, which is why we are dedicated to adding new perspectives to the team.
Our purpose is investing in people to enhance communities and that commitment has endured for over 100 years. We pride ourselves in doing this by recruiting, hiring, and retaining diverse, passionate, and forward-thinking talent. T. Baker Smith is an equal opportunity employer, and we are dedicated to providing an inclusive and diverse environment for all associates.
Job Requirements:
Updated 06.03.2026
Position Title: Contracts and Vendor Compliance Coordinator Position Purpose
The Contracts & Vendor Compliance Coordinator is responsible for supporting the review and
administration of contracts and ensuring all vendors and subcontractors meet firm requirements for insurance, qualification, and regulatory compliance. This role works closely with project managers, procurement, legal, and external clients and vendors to mitigate risk and maintain organized and compliant documentation.
Contract & Subcontract Administration
- Review contracts, subcontracts, and agreements for completeness and compliance with firm standards
- Coordinate contract routing, execution, and recordkeeping
- Track contract status, renewals, and key deadlines
- Identify and flag risk-related provisions (insurance requirements, indemnity, liability terms) for internal review
- Manage vendor/subcontractor onboarding and prequalification processes
- Maintain vendor database, ensuring all required documentation is current and complete
- Evaluate vendor submissions for compliance with company policies and project requirements
- Coordinate with project managers to ensure vendors are approved prior to project engagement
- Review and verify certificates of insurance for subcontractors and vendors to ensure compliance with contract requirements
- Track insurance expirations and ensure timely renewals
- Communicate deficiencies and follow up with vendors to resolve coverage issues
- Maintain organized records of all insurance documentation
- Ensure vendors adhere to contractual, insurance, and regulatory requirements
- Support audits by maintaining accurate and accessible documentation
- Assist in developing and improving compliance processes and tracking systems
- Serve as a point of contact for vendors regarding compliance requirements
- Collaborate with internal stakeholders (project managers, accounting, legal, procurement)
- Provide guidance to vendors on submission requirements and compliance expectations
None.
While performing the duties of this job, the associate is frequently required to stand; walk; sit; use hands to operate, handle, maneuver and/or manipulate objects, tools or controls; reach with hands and arms; use manual dexterity to operate computer keyboard, calculator, and telephone; talk and hear; climb stairs; balance; stoop, kneel, and lift up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Associate’s or Bachelor’s degree in Business Administration, Legal Studies, Risk Management, or related field (or equivalent experience)
- 2+ years of experience in contract administration, vendor management, insurance compliance, or similar role
- Familiarity with certificates of insurance and basic contract terminology preferred
- Strong organizational skills with high attention to detail
- Ability to manage multiple priorities and deadlines
- Proficient in Microsoft Office (Excel, Word, Outlook); experience with contract/vendor management systems is a plus
- Strong written and verbal communication skills
