Vendor/Administrative Operations Specialist

No sponsorship available for this role; only USC and GC can applyJob Title: Operations & Vendor Coordination SpecialistJob 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 teamsManage complex schedules across multiple client sites, projects, inspections, and service activitiesServe as the primary coordination point for scheduling updates, confirmations, follow-up communication, and issue resolutionEnsure vendors, client contacts, and internal stakeholders remain aligned on timelines, deliverables, documentation, and expectationsTrack project milestones, service schedules, open action items, and operational deadlines to ensure timely completionProactively follow up with vendors and stakeholders to maintain accountability and prevent delaysCoordinate and oversee communication related to client satisfaction surveys, service feedback, and follow-up actionsSupport invoice tracking, purchase order coordination, and documentation workflows to help ensure proper approvals, communication, and recordkeepingAssist in managing operational communications related to service changes, additional service requests, scheduling adjustments, and client concernsIdentify operational issues, scheduling conflicts, or gaps in communication and help facilitate timely resolutionExercise strong problem-solving skills when managing situations that fall outside standard processes or require additional coordination and supportMaintain accurate records, scheduling calendars, reports, workflow tracking systems, and operational documentationCoordinate recurring inspections, preventive maintenance schedules, meetings, and operational reviewsAssist with document management, reporting support, and communication trackingSupport process improvement initiatives focused on organization, communication flow, accountability, and operational efficiencyLeverage scheduling, workflow, and operational technologies to improve coordination and visibility across projectsQualifications:2–5 years of experience in coordination, scheduling, operations support, vendor management, project coordination, or administrative operationsExceptional organizational skills with strong attention to detail and follow-throughStrong written and verbal communication skills with a professional and client-focused approachExcellent listening skills and the ability to gather information, identify issues, and communicate effectively with multiple stakeholdersAbility to manage multiple priorities, vendors, locations, and deadlines simultaneouslyStrong problem-solving and critical thinking abilities in a fast-moving environmentComfortable interacting with executives, vendors, field personnel, clients, and operational teamsProficiency with scheduling platforms, communication tools, and workflow management technologiesPreferred Experience:Experience coordinating third-party vendors or service providersBackground in facilities services, consulting, construction coordination, operations, or contract administration environmentsFamiliarity with invoice coordination, purchase order processes, and operational documentation workflowsExperience using project tracking, scheduling, or CRM-related technologiesExperience supporting client service or customer satisfaction initiativesCore Competencies:High level of organization and accountabilityStrong communication and relationship managementOperational coordination and scheduling disciplineClient service mindset and responsivenessProactive follow-up and issue resolutionStrong listening and interpersonal skillsAbility to work under pressure and manage changing prioritiesProcess-oriented mindset with strong attention to detailProfessionalism and adaptability