The Administrator/Procurement Specialist supports the Service Operations department by coordinating vendors, organizing administrative processes, and managing documentation for proposals and service contracts. This role ensures timely procurement of project and service proposals while maintaining strict compliance with company standards, budget guidelines, and contractual requirements. The position also provides administrative support to Service Operations leadership, maintains accurate digital records, and contributes to process improvements that enhance operational efficiency across the department.
Vendor Management
- Source, evaluate, and select vendors that meet company standards for quality, cost, and performance.
- Review scopes of work, obtain quotes, negotiate pricing, and prepare purchase orders for materials, services, and equipment.
- Maintain and update the approved vendor list; ensure vendors meet credentialing and compliance requirements.
- Track all proposals and assemble bid sheets by property for service contracts and capital projects.
- Submit approved proposals and bid sheets to contract in accordance with company policies and procedures.
Administrative & Operational Support
- Provide administrative support to the department including bid solicitation, document preparation, reporting, and record maintenance.
- Organize and maintain digital files related to bid solicitations, contract submissions, warranties, SDS documents, and project documentation.
- Assist with gathering purchase orders and reviewing invoice status to support timely payment processing.
- Support department leadership with special projects, research, and data validation as needed.
Compliance & Process Improvement
- Ensure all bid solicitations and contract submissions comply with company policies, budget guidelines, and regulatory requirements.
- Assist in developing and refining procurement and bid solicitation procedures, workflow enhancements, and standardization initiatives.
- Maintain safety data sheets (SDS), warranties, licensing, and other compliance documentation.
- Identify opportunities to reduce costs, enhance supplier relationships, and streamline procurement and bid processes.
Education & Experience
- High school diploma required; associate or bachelor’s degree in Business Administration preferred.
- 2–4 years of experience in procurement, bid solicitation, purchasing, administrative support, or supply chain roles.
- Experience in property management, construction, facilities, or multifamily housing is preferred.
Skills & Competencies
- Strong organizational and administrative skills with excellent attention to detail.
- Effective communication and interpersonal skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and procurement or CMMS systems (Yardi, RealPage, SAP, Coupa, etc.).
- Ability to prioritize tasks, multitask, and meet deadlines in a fast-paced environment.
- Strong negotiation, vendor relations, and cost-analysis abilities.
- Ability to work independently and collaboratively with cross-functional teams.
Physical Requirements
- Ability to sit or stand for extended periods, lift up to 25 lbs., and perform occasional site visits as needed.
