Key Responsibilities

Vendor Follow-Up & Work Order Management

• Proactively engage with vendors upon completion of preventative maintenance and reactive work orders.
• Monitor assigned work orders to ensure all required closeout activities are completed within established SLA requirements.
• Follow up with vendors regarding missing documentation, invoices, service reports, photos, completion forms, permits, and other required records.
• Maintain consistent communication with vendors to facilitate timely issue resolution and work order closure.
• Escalate aging work orders, documentation deficiencies, and compliance concerns as needed.

Documentation & Compliance

• Review submitted documentation for completeness, accuracy, and compliance with company standards and contractual requirements.
• Verify that all closeout requirements have been satisfied prior to approving work orders for closure.
• Ensure documentation is properly recorded and stored within applicable systems.
• Identify trends related to incomplete submissions and partner with vendors to improve compliance performance.
• Support audit requests by maintaining accurate and accessible records.

Performance Monitoring

• Track vendor responsiveness, documentation quality, and adherence to established service level agreements.
• Assist in identifying recurring performance issues and opportunities for process improvements.
• Maintain reporting and tracking tools to support operational visibility and vendor accountability.
• Collaborate with internal stakeholders to address service delivery issues and improve vendor performance.

Systems & Data Management

• Utilize multiple software platforms to monitor work order status, document collection, vendor communication, and reporting activities.
• Accurately update work order records and system notes.
• Generate and maintain performance reports and status updates for internal teams.
• Ensure data integrity across all systems used for vendor management and work order administration.

Required Qualifications

• Associate's degree or equivalent work experience preferred.
• 2+ years of experience in vendor management, facilities management, service operations, work order administration, compliance, or related fields.
• Experience working with service providers, contractors, or maintenance vendors preferred.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience working in CMMS, facilities management, ERP, or work order management systems preferred.

Key Competencies

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage a high volume of work orders simultaneously.
• Excellent verbal and written communication skills.
• Strong follow-up and problem-solving abilities.
• Ability to work independently while collaborating across multiple teams.
• Comfortable navigating multiple systems and databases.
• Customer service mindset with a focus on accountability and results.
• Ability to prioritize work in a deadline-driven environment.