Vendor Coordinator

SUMMARY OF RESPONSIBILITIES 

The Vendor Coordinator will source and onboard construction and material supply vendors that assist with maintaining FirstKey Homes’ properties across multiple markets. Coordinators will directly interface with vendors, collect documentation, track and maintain systems important vendor management data to ensure it is accurate and accessible to the necessary team members. Additionally, coordinators will oversee key construction and maintenance field systems, such as Yardi, VENDORCafé, and VendorShield. They will provide administrative support, training and monitoring to ensure systems remain effective and are suitable for use. 

 ESSENTIAL DUTIES 

• Create and maintain a database of construction vendors leveraged by FirstKey Homes across multiple markets.
• Ensure mechanisms are in place for reporting. 

• Research and source new construction and material supply vendors in FirstKey Homes markets. 
• Communicate with vendors via email or phone to gather pertinent information.  
• Address vendor concerns, relay needed information, instructions, or any necessary action required to assist them effectively throughout their business relationship with FirstKey Homes. 

• Review vendor documents to ensure all necessary information is captured and enter data into vendor tracking systems. Advise vendor of any additional items or changes to existing items required for compliance. 
• Onboard new vendors by supplying them with important information and instructions, creating an invitation in VENDORCafé, and supporting them through the process by addressing questions/issues.  
• Approve new vendors by creating workflows and communicating workflows to the necessary FirstKey Homes staff.  
• Collaborate with IT, Reporting & Analytics and construction/maintenance departments to assist with any concerns and to help achieve organizational goals.  
• Support regional teams by providing administrative support and training for company specific systems such as Yardi. Assist with adding/removing users, editing templates, troubleshooting, providing essential feedback, among other tasks. 

• Analyze and report regional data from company systems. Provide feedback to regions, edit templates and recommend any workflow improvements.  
• Use regional data reports to create and provide vendor grading/ranking results for field teams work assignment decisions. Leverage results to improve quality, time management, and overall vendor accountability. 
• Create and maintain policies and procedures around system operation and functionality. Identify new ideas and recommend improvements to enhance effectiveness of operations.  
• Monitor and assure data entry into company systems is completed accurately and timely. 
• This brief summary is not an all-inclusive description of job duties.  Other job duties and responsibilities may also be assigned by the incumbent’s manager at any time based upon Company need. 

 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  WORKING CONDITIONS 

• Primarily working indoors, office environment. 
• May sit for several hours at a time. 

• Prolonged exposure to computer screens. 
• Repetitive use of hands to operate computers, printers, and copiers. 

 REQUIRED EDUCATION AND EXPERIENCE  

• High School Diploma or equivalent 

• High proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) 
• Minimum 1-years of experience working in data entry, administrative or similar role. 
• Experience creating and using database tools to organize and analyze information 
• Experience managing multiple projects simultaneously  
• Experience communicating and coordinating with staff and senior management 

 PREFERRED EDUCATION AND EXPERIENCE  

• Experience using Yardi or similar property management program 
• Knowledge of Home Depot Reno Walk software  
• Experience working in property management, real estate or similar industry 

• Experience in a fast pace, high-growth work environment 

 REQUIRED KNOWLEDGE 

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. 
• Customer Service — Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 

 REQUIRED SKILLS 

• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. 
• Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one. 
• Time Management — Managing one's own time and the time of others. 

• Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making. 
• Speaking — Talking to others to convey information effectively. 
• Writing — Communicating effectively in writing as appropriate for the needs of the audience. 

 WORK STYLES & BEHAVIORS 

• Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks. 
• Attention to Detail — Job requires being careful about detail and thorough in completing work tasks. 
• Prioritization – Job requires any given tasks to be continually reviewed and executed based on the decided relative importance or urgency for completion.  
• Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems. 
• Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace. 

 FirstKey Homes is an equal opportunity employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, veteran status, genetic information or any other legally protected classification or status.