Vendor Directory
One contact list for every person who touches the move — internal team, building, and vendors — with roles, backups, and numbers.
Vendor Directory
One list, every contact. When something goes sideways on move day, you do not want to be searching old email threads for a phone number. Build this on day one and keep it current.
What it’s for
A single place to find anyone who touches the opening — their role, email, phone, and backup. It feeds the Move Day Contact Tree and saves you during every “who do I call about this?” moment.
How to use it
- Add a row for every role below, even if you only have a name from an old thread.
- If a name has no role, attach the role — unclear ownership becomes delay.
- Capture a backup for the critical ones (PM, mover foreman, IT lead).
- Mark who is the escalation contact in each group.
The structure
| Role | Company | Primary contact | Phone | Backup | Workstream | Notes | |
|---|---|---|---|---|---|---|---|
| Property manager | — | — | — | — | — | Building | Approves vendor access |
| Mover (foreman) | — | — | — | — | — | Move | Confirm day-of cell |
| IT lead | — | — | — | — | — | IT/AV | On site opening AM |
Roles to fill
Internal
- Internal decision maker
- Workplace lead (you)
- People / HR partner
- IT lead
- Finance / procurement contact
- Legal contact (if still involved)
Building
- Property manager
- Building security desk
- Loading dock / freight elevator contact
- Landlord (if separate from PM)
- Sublandlord (if a sublease)
Vendors
- General contractor
- Electrician
- Architect / designer
- Furniture dealer
- Mover
- IT / network vendor
- AV vendor
- Security / access vendor
- Janitorial vendor
- Pantry / kitchen vendor
- Plants / pest / other facilities vendors
Tip
“Owner” here means responsible for the next move, not necessarily the person doing the work. Make sure each role has a human name — a company name alone won’t answer the phone on move morning.