Service Operations Administrator

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 bachelors degree in Business Administration preferred.
• 24 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.

Required Experience:

Unclear Seniority