Vendor/Administrative Operations Specialist
6 - 10 years
Warrendale, PA
$60k - $70k/year
Full-time
Remote
1 month ago
About the role
No sponsorship available for this role; only USC and GC can apply
Job Title: Operations & Vendor Coordination Specialist
Job Summary:
The Operations & Vendor Coordination Specialist serves as a central point of coordination between clients, third-party vendors, and internal teams to ensure projects, inspections, services, and operational initiatives are executed efficiently and on schedule. This role requires a highly organized, detail-oriented professional with exceptional communication and follow-through skills who can manage multiple moving parts across numerous client locations and vendor relationships.
The ideal candidate is proactive, solutions-oriented, and highly responsive, with strong listening skills and the ability to navigate operational challenges, scheduling conflicts, client concerns, and evolving service needs in a fast-paced environment. This individual will play a key role in maintaining client satisfaction, supporting operational workflows, and ensuring communication, documentation, invoicing, and service coordination are handled accurately and professionally.
Key Responsibilities:
Qualifications:
Preferred Experience:
Experience coordinating third-party vendors or service providers
Core Competencies:
Job Title: Operations & Vendor Coordination Specialist
Job Summary:
The Operations & Vendor Coordination Specialist serves as a central point of coordination between clients, third-party vendors, and internal teams to ensure projects, inspections, services, and operational initiatives are executed efficiently and on schedule. This role requires a highly organized, detail-oriented professional with exceptional communication and follow-through skills who can manage multiple moving parts across numerous client locations and vendor relationships.
The ideal candidate is proactive, solutions-oriented, and highly responsive, with strong listening skills and the ability to navigate operational challenges, scheduling conflicts, client concerns, and evolving service needs in a fast-paced environment. This individual will play a key role in maintaining client satisfaction, supporting operational workflows, and ensuring communication, documentation, invoicing, and service coordination are handled accurately and professionally.
Key Responsibilities:
- Coordinate scheduling and operational activities between clients, third-party vendors, field personnel, and internal teams
- Manage complex schedules across multiple client sites, projects, inspections, and service activities
- Serve as the primary coordination point for scheduling updates, confirmations, follow-up communication, and issue resolution
- Ensure vendors, client contacts, and internal stakeholders remain aligned on timelines, deliverables, documentation, and expectations
- Track project milestones, service schedules, open action items, and operational deadlines to ensure timely completion
- Proactively follow up with vendors and stakeholders to maintain accountability and prevent delays
- Coordinate and oversee communication related to client satisfaction surveys, service feedback, and follow-up actions
- Support invoice tracking, purchase order coordination, and documentation workflows to help ensure proper approvals, communication, and recordkeeping
- Assist in managing operational communications related to service changes, additional service requests, scheduling adjustments, and client concerns
- Identify operational issues, scheduling conflicts, or gaps in communication and help facilitate timely resolution
- Exercise strong problem-solving skills when managing situations that fall outside standard processes or require additional coordination and support
- Maintain accurate records, scheduling calendars, reports, workflow tracking systems, and operational documentation
- Coordinate recurring inspections, preventive maintenance schedules, meetings, and operational reviews
- Assist with document management, reporting support, and communication tracking
- Support process improvement initiatives focused on organization, communication flow, accountability, and operational efficiency
- Leverage scheduling, workflow, and operational technologies to improve coordination and visibility across projects
Qualifications:
- 2–5 years of experience in coordination, scheduling, operations support, vendor management, project coordination, or administrative operations
- Exceptional organizational skills with strong attention to detail and follow-through
- Strong written and verbal communication skills with a professional and client-focused approach
- Excellent listening skills and the ability to gather information, identify issues, and communicate effectively with multiple stakeholders
- Ability to manage multiple priorities, vendors, locations, and deadlines simultaneously
- Strong problem-solving and critical thinking abilities in a fast-moving environment
- Comfortable interacting with executives, vendors, field personnel, clients, and operational teams
- Proficiency with scheduling platforms, communication tools, and workflow management technologies
Preferred Experience:
Experience coordinating third-party vendors or service providers
- Background in facilities services, consulting, construction coordination, operations, or contract administration environments
- Familiarity with invoice coordination, purchase order processes, and operational documentation workflows
- Experience using project tracking, scheduling, or CRM-related technologies
- Experience supporting client service or customer satisfaction initiatives
Core Competencies:
- High level of organization and accountability
- Strong communication and relationship management
- Operational coordination and scheduling discipline
- Client service mindset and responsiveness
- Proactive follow-up and issue resolution
- Strong listening and interpersonal skills
- Ability to work under pressure and manage changing priorities
- Process-oriented mindset with strong attention to detail
- Professionalism and adaptability