Compliance Coordinator in Remote at Rocket Alumni Solutions

Rocket Alumni Solutions helps schools, universities, and organizations showcase achievements, history, alumni, awards, records, and donor recognition through interactive touchscreen displays and digital recognition software.

Many schools and universities want to work with Rocket, but require special purchasing steps before they can buy. This may include vendor registration, BILL setup, W-9 submission, insurance forms, bid portals, purchase order requirements, district-specific vendor systems, or direct coordination with business offices, procurement teams, and accounts payable departments.

This role will also be in charge of state and federal compliance forms and documents.

We are looking for an outsourced Procurement Coordinator to own this process from start to finish.

The Procurement Coordinator will help Rocket navigate school district, university, and public-sector purchasing requirements so deals do not get delayed by paperwork, vendor setup, bid requirements, payment system issues, or district-specific red tape.

This person will identify the correct purchasing process for each school or district, complete vendor onboarding steps, communicate with business offices and procurement departments, track requirements by account, and keep Rocket’s internal team updated on what is needed to move each customer or prospect forward.

This is a strong fit for someone with experience in procurement support, vendor onboarding, accounts payable, bid/RFP administration, school business offices, university purchasing, or administrative operations.

Responsibilities

Manage vendor onboarding and procurement paperwork for school, district, university, and public-sector customers.

Contact school business offices, procurement departments, AP teams, BOCES offices, cooperative purchasing groups, and vendor management teams to determine required steps.

Complete or coordinate vendor registration forms, W-9s, ACH/payment setup, insurance forms, tax documents, conflict-of-interest forms, certificates, compliance forms, and other required documentation.

Navigate district and university vendor portals, bid systems, purchasing systems, and payment platforms, including platforms such as BILL, Bonfire, IonWave, PaymentWorks, BuyBoard-style systems, Ariba, Coupa, Vendor Registry, and similar procurement portals.

Track each customer’s unique purchasing process, including approved vendor status, portal login details, required documentation, bid thresholds, PO requirements, renewal requirements, payment terms, and key contacts.

Help determine whether a school can purchase directly, needs a purchase order, must use a cooperative/BOCES process, needs quotes, or must go through a formal bid/RFP path.

Coordinate with Rocket’s sales, customer success, finance, and leadership teams to unblock deals and renewals.

Maintain clear internal notes for every account with special billing or procurement requirements.

Follow up persistently with external departments until Rocket is approved, payment-ready, or properly routed through the required purchasing channel.

Flag high-risk accounts where procurement requirements could delay signing, renewal, implementation, or payment.

Create repeatable internal playbooks for common purchasing paths, such as BILL setup, BOCES process, district vendor portal, bid required, cooperative purchasing, university procurement, and new vendor packet.

Excellent written and spoken English is mandatory.

Strong ability to communicate professionally with U.S.-based school districts, universities, procurement departments, accounts payable teams, and business offices.

Extreme attention to detail.

Strong organization and follow-up skills.

Comfortable with repetitive paperwork, forms, portals, and administrative processes.

Able to keep clean records in spreadsheets, CRMs, shared docs, and internal tracking systems.

Comfortable making phone calls and sending professional emails to external departments.

Able to summarize confusing procurement requirements into clear next steps.

Persistent, reliable, and comfortable working through slow-moving administrative processes.

Ability to work independently in a remote, outsourced role.

Experience with K–12 schools, universities, public-sector procurement, vendor onboarding, or accounts payable.

Experience with procurement systems such as BILL, Bonfire, IonWave, PaymentWorks, BuyBoard, Vendor Registry, Ariba, Coupa, or similar platforms.

Familiarity with W-9s, ACH forms, certificates of insurance, vendor packets, purchase orders, bid thresholds, sole-source forms, and cooperative purchasing processes.

Experience helping vendors become approved suppliers for schools, universities, municipalities, or government organizations.