Vendor Administrator

This position is responsible for assistance with documentation, maintenance and management of ongoing activities related to managing Facilities Management Service Contracts/Vendors.  This will include participating or leading various portions of the vendor management process.  This could include preparing documentation for RFPs, soliciting bids, participating in vendor review and setup, reviewing and acting upon vendor reports, data administration, reporting, and resolving issues through effective partnering with internal stakeholders and vendors. This level of support will ensure Facilities Management receives the intended value from the agreement and that we continue to enhance our relationship with existing and new vendors.

Contract Administration (70%)

• Facilitate and coordinate contract service delivery with vendors and FM staff
• Ensure that vendors are managed in compliance with contract terms
• Collect, analyze and maintain inspection results/reports for FM and document (via work order) the action to resolve reported deficiencies
• Manages work orders, purchase orders, warranties, review and approves invoices, etc.
• Track/log vendor reports and ensure accurate/timely storage of vendor documentation
• Utilize software tools to manage and posts metrics for measuring performance
• Deliver vendor performance data to stakeholders
• Develop operational guides and train FM staff.

Contract Development (15%)

• Conduct vendor research, request quotes, evaluate results, and determine best value. 
• Prepare work specifications, develop project schedule and budget
• Partner with internal stakeholders as part of the RFP process.
• Plans, organizes and manage vendor meetings

Data Administration (15%)

• Apply technology to process management and documentation retention
• Create and digitally maintain contract project documentation and records
• Research and gather data, design and maintain databases and reports
• Deliver contracted service data to vendors, identify areas for vendor opportunities
• Monitor operational contract budgets
• Other duties as assigned

This job may be designated as essential.

The employer retains the right to change or assign other duties to this position.


Work Environment:
The work is performed in a general office setting with occasional field inspection and job site verification.