Real Estate Vendor Coordinator

Vendor Coordinator

Reports To: Director of Development

Department: Operations / Shared Services

Location: Remote

Position Overview

The Vendor Coordinator at The Nabo Group plays a critical role in maintaining and growing our vendor ecosystem. This role ensures that vendors are properly onboarded, compliant, and engaged in providing high-quality services to the communities we serve. The Vendor Coordinator will oversee vendor credentialing through VIVE, streamline payments and enrollments via CINC Systems and VendorPay (AvidXchange), manage vendor data accuracy, and serve as the primary point of contact for all vendor relationships. This position supports Nabo Group and Nabo Services by building strong vendor partnerships, monitoring compliance, and driving vendor program adoption.

Key Responsibilities

Vendor Database & Systems Oversight

• Maintain an accurate, up-to-date vendor database in CINC Systems, including contacts, addresses, payment methods, and compliance status.
• Set CINC VendorPay as the default vendor payment method where applicable, and ensure proper setup of vendor bank accounts and associations.
• Route invoices to the proper association or department, monitor payment statuses, and follow up on any rejected or delayed transactions.
• Run VendorPay reports (Billing, Processed Payments, Refunds) to track adoption and ensure accurate billing.
• Conduct quarterly vendor data audits to ensure accuracy across CINC, VIVE, and internal systems.

Vendor Onboarding & Compliance

• Manage the full vendor onboarding process, including W-9 collection, insurance certificates, licenses, ACH setup, and portal training.
• Drive vendor adoption of the VIVE compliance platform, proactively reaching out to vendors to ensure timely enrollment and renewals.
• Monitor compliance documents, track expirations, and provide leadership and Boards with compliance reporting.
• Ensure vendors meet community-specific requirements (e.g., COI endorsements, background checks for service providers).

Vendor Relationship Management

• Serve as the primary contact for vendors regarding compliance, payments, and documentation.
• Build and maintain strong relationships with VIP vendors (Vendor Integrated Partners), coordinating quarterly reviews and opportunities for expanded engagement.
• Actively recruit and vet new vendors in underserved categories or geographic areas to strengthen Nabo's vendor network.
• Develop and distribute vendor communications (updates, newsletters, compliance reminders, invitations to Nabo-hosted events).

Financial Coordination & Invoice Support

• Partner with Accounting to set up vendor profiles and payment terms.
• Monitor VendorPay activity daily to ensure invoices are processed accurately and on time.
• Resolve vendor payment issues, including rejected payments, refund requests, and stop/void/reissue requests.
• Support addendum billing by preparing vendor transaction data for internal reporting and client billing.
• Ensure consistency in billing practices and help Boards understand vendor compliance costs.

Vendor Performance & Reporting

• Track vendor performance metrics (response time, service quality, compliance rate, invoice accuracy).
• Deliver monthly vendor compliance and adoption reports to leadership.
• Provide managers and Boards with vendor scorecards during contract renewal or bid review processes.
• Identify opportunities for vendor program improvements, cost savings, and performance enhancements.

Cross-Department Collaboration

• Work with Property Managers to vet vendors before bids and RFPs are submitted to Boards.
• Partner with Accounting for reconciliation of vendor credits, refunds, and payment disputes.
• Collaborate with Nabo Services on vendor scheduling, subcontractor oversight, and compliance.
• Coordinate with Legal/Compliance on vendor agreements, indemnification requirements, and risk management.

Qualifications

• 2–3 years of experience in vendor coordination, procurement, or community/property management.
• Strong knowledge of vendor compliance processes (insurance, licensing, W-9s, background checks).
• Familiarity with CINC Systems, VendorPay (AvidXchange), and VIVE preferred.
• Strong organizational and project management skills with sharp attention to detail.
• Excellent communication skills with the ability to build trust-based relationships.
• Proficiency in reporting, data management, and vendor performance tracking.
• Problem-solving mindset and ability to resolve vendor payment or compliance issues quickly.

Why Join The Nabo Group?

The Nabo Group is redefining community association management through technology, compliance, and service-first partnerships. As Vendor Coordinator, you will be at the center of this mission, ensuring our vendor relationships are strong, our compliance rates are high, and our communities have the support they need from a best-in-class vendor network. You'll join a fast-growing, tech-enabled company where innovation, accountability, and service excellence drive everything we do.

Job Type: Full-time

Pay: Php280.00 per hour

Expected hours: 40 per week

Benefits:

• Additional leave
• Health insurance
• Opportunities for promotion
• Pay raise
• Work from home

Work Location: Remote