Vendor Compliance Specialist

Whitaker Construction, founded in 1953, has over 70 years of experience in the heavy civil and underground utility construction industry. Whitaker, an ESOP (Employee Stock Ownership Plan) company, has become one of the largest contractors in the intermountain area with more than 400 employees and nearly 50 crews. We perform sanitary sewer, storm drain, culinary water, irrigation, earthwork, roadway construction, dams, landfills, natural gas pipelines, industrial piping, and telecommunication projects primarily in Utah, Idaho, Nevada, Wyoming, Colorado, and Oregon.

Description:
The Vendor Compliance Specialist will manage all vendor compliance-related matters, including SCR filings, lien waivers, master service agreements (MSAs), and vendor creation and compliance requirements. This position ensures that all vendor processes are aligned with legal and company standards and helps streamline these processes for improved efficiency.

Responsibilities:

State Construction Registry (SCR) Filings:

• Notice of Commencement: File Notice of Commencement for Government jobs in a timely and accurate manner.


• Preliminary Notice: Ensure original contractors file a Preliminary Notice to maintain lien rights.


• Notice of Completion: File a Notice of Completion after substantial work is finished and ensure all remaining preliminary notices are filed promptly. This process requires internal attorney approval.


• SOP Creation: Develop and document standard operating procedures (SOPs) for the SCR filing process.

Lien Waivers:

• Review SCR filings to identify all subcontractors (Tier 1, 2, 3, etc.) who have filed a lien.


• Monitor lien waiver hold codes and track waivers with the assistance of job accountants.


• Obtain lien waivers before processing payments to subcontractors and work closely with Project Managers and Job Accountants to ensure all necessary documentation is completed.


• Document and refine SOPs related to the lien waiver process.


• Assist in identifying software solutions to improve tracking and efficiency, including cost/benefit analysis.

Master Service Agreements (MSAs):

• Obtain vendor information from the estimating team and proactively send MSAs and new vendor packets to vendors.


• Update MSAs based on client feedback and collaborate with the CEO and Outside Legal Counsel for approval of changes.


• Follow up with vendors who have outstanding MSAs and ensure compliance.


• Develop and document SOPs for the MSA process.

Accounts Payable Vendor Creation and Compliance:

• Work with Job Accountants and Whitaker personnel to initiate vendor creation.


• Send new vendor packets and MSAs to vendors to gather all necessary information.


• Create vendors in ERP and follow the vendor review process.


• Ensure strict adherence to vendor EFT procedures for setting up EFT payments.


• Collaborate with Job Accountants to create a tracking system within the current ERP to monitor vendor compliance and payment requirements.

Qualifications:

• Experience: Proven experience in vendor compliance, construction management, or related fields preferred.


• Skills: Strong attention to detail, ability to manage multiple tasks, and excellent communication skills.


• Technical Proficiency: Familiarity with ERP systems and understanding of vendor management processes.


• Problem Solving: Ability to identify inefficiencies and propose improvements in processes.


• Professionalism: Ability to work with various departments and external vendors while maintaining a high level of professionalism.
  
  

This position is an excellent opportunity for a highly organized and detail-oriented professional to contribute to the improvement of vendor compliance processes within Whitaker Construction. If you have experience in vendor management and construction compliance, we encourage you to apply.