Vendor Compliance Specialist

US Software Solutions is a software development company focused on providing digital technologies to the Utilities, Telecommunications, Energy Efficiency, Renewable Energy, and Gas/Electricity sectors. Thanks to a team consisting exclusively of experts in their field, we are ready to supervise any project, regardless of its complexity and scale.

US Software Solutions is looking for a Vendor Compliance Specialist who is responsible for ensuring all subcontractors and vendors meet contractual, insurance, and compliance requirements prior to and during active engagement. This role reviews Certificates of Insurance (COIs), enforces contractual insurance standards, issues deficiency notices, and prevents non-compliant vendors from being activated or remaining active in the field. The position serves as a critical risk control function, protecting the company from financial, legal, and client exposure.

Responsibilities:

Review Certificates of Insurance (COIs) to ensure compliance with contractual and client requirements (General Liability (GL); Automobile Liability; Workers’ Compensation (WC))
Policy effective dates and expiration alignment with contract terms;
Issue clear, documented deficiency notices for missing, incorrect, or non-compliant insurance items;
Track deficiency resolution and follow up with vendors and insurance brokers as needed;
Escalate unresolved or repeated compliance issues in accordance with internal policy;
Monitor COI expiration dates and proactively enforce renewal requirements;
Prevent vendor activation or suspend vendors who fall out of compliance;
Ensure compliance status is accurately reflected before vendors are cleared for field work.
Maintain accurate insurance, compliance, and rate data within the Vendor Management System (VMS);
Ensure compliance records are complete, up to date, and audit;
Support reporting related to compliance status, expirations, and risk exposure;
Coordinate with Vendor Onboarding, Vendor Acquisition, Operations, Legal, and Finance to ensure compliance alignment;
Communicate compliance risks, suspensions, and clearances in a timely and documented manner;
Perform other duties as assigned in support of vendor compliance and risk management.

Requirements:

Experience reviewing Certificates of Insurance or working in vendor compliance, risk management, or contract administration (preferred);
Strong English written and verbal skills;
Strong organizational skills with close attention to detail;
Experience managing pipelines, CRMs, or VMS platforms;
Ability to manage multiple vendors and priorities in a fast-paced environment;
Experience in construction, telecommunications, utilities, or infrastructure industries (preferred);
Familiarity with client-specific insurance requirements and flow-down obligations (preferred);
Experience coordinating with insurance brokers and vendors (preferred);
Experience tracking compliance metrics and expiration reporting (preferred).

Benefits: