Vendor Operations Administrator at East Coast Facilities, Inc. - Allentown Service Center in West Park, FL

Job description

• The Vendor Operations Administrator supports and coordinates the day-to-day administration of our nationwide subcontractor network. This role is primarily administrative and operational in nature, ensuring that services sold by the company are properly documented, coordinated, and supported through approved subcontractors in alignment with corporate client requirements.
• The Vendor Operations Administrator works closely with internal operations, sales, and client service teams to ensure subcontractor compliance, accurate documentation, timely proposals, and consistent service execution. This position reports directly to the FCN Director of Operations.

Responsibilities

• Serve as a primary administrative point of contact for subcontractors, supporting communication, documentation, and issue resolution.
• Coordinate operational details related to subcontractor onboarding, compliance tracking, and ongoing account support.
• Assist with monitoring subcontractor performance against contractual obligations and service level agreements (SLAs), escalating concerns as needed.
• Support the collection, organization, and maintenance of subcontractor records, including insurance, licensing, and compliance documentation.
• Coordinate Requests for Proposals (RFPs), assist with estimate preparation, and support timely submission of proposals.
• Maintain subcontractor contract records, renewals, and related administrative documentation.
• Support quality control initiatives by tracking audits, reviews, and corrective actions.
• Compile and analyze basic network performance data to support operational reviews and reporting.
• Assist leadership with network optimization initiatives, vendor updates, and process improvements.
• Facilitate subcontractor training coordination and distribution of operational standards and updates.
• Ensure subcontractor adherence to applicable laws, regulations, and company policies, escalating issues as appropriate.

Requirements

• Experience in vendor coordination, operations administration, or a similar support-focused role within a service-oriented industry.
• Working knowledge of subcontractor management, RFP workflows, and service delivery processes.
• Ability to assist with cost estimates, proposals, and administrative reviews.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams) is required.
• Strong organizational, communication, and documentation skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Detail-oriented with strong follow-through and record-keeping skills.
• Basic analytical skills with the ability to interpret operational data and trends.
• Bachelor’s degree in Business Administration, Operations, or a related field preferred.
• Familiarity with contract administration and compliance processes is beneficial.

Skills

Required

• Proficiency in English

Preferred

• Spanish language skills