JOB OVERVIEW:

The Vendor Services Coordinator is primarily responsible for setting up vendors in the accounting systems and researching invoices received from vendors not yet in the system, and managing the company’s vendor verification programs to ensure association vendors meet the company’s requirements. Additional responsibilities include validating vendors’ company information.
The day-to-day responsibilities include but are not limited to: assisting with special projects, maintaining databases (excel and various applications), interfacing with outsourced verification company, insurance agents, brokers, community managers and associates, vendors, board members, and Client Accounting personnel as needed.
Compensation: $24-$25.50

SKILLS AND QUALIFICATIONS:

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.

• Critical thinker with strong problem solving skills
• Ability to learn new applications and skills quickly
• High degree of initiative, dependability and ability to work with little supervision
• Ability to plan, organize, and prioritize
• Able to work under tight deadlines, handle multiple detailed tasks simultaneously and anticipate needs in advance
• Ability to work in a multi-office environment
• Demonstrated success in building productive working relationships.
• Has a sense of urgency
• Proficient with Microsoft Office Suite, especially Excel, PowerPoint, Word, and Outlook
• Good written and verbal communication skills.
• Keeps promises / develops trust and credibility

EDUCATION & EXPERIENCE:

• Bachelor’s Degree or equivalent work experience.

ABOUT US:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.
Experience exceptional service with a fulfilling career in property management with FirstService Residential.
To learn more about our company and culture, please visit www.fsresidential.com/california

DISCLAIMER

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

YOUR RESPONSIBILITIES:

The responsibilities of the Vendor Services Coordinator include but are not limited to the following:

• Set up and adjust the status of all vendors in the accounting systems and research invoices received from vendors not yet in the system.
• Validate vendors’ company information, check for conflict of interests, and escalate to Community Management leaders in the event the validation fails.
• Interface with vendors, managers, brokers and outsourced verification company to verify all Association vendors.
• Conduct internet research to obtain contact information for vendors.
• Contact vendors to provide information on the company’s verification program, explain its benefits, and keep a call/email login the verification database.
• Facilitate communication between vendors and outsourced verification company to meet FirstService’s requirements.
• Educate Community Managers and associates about vendor verification requirements and processes.
• Notify Community Managers of changes in vendor verifications.
• Notify Community Managers when a vendor needs a board resolution and provide them with the necessary information. Follow up and keep track of the progress.
• Maintain and update vendor verification databases, reports, and documents.
• Pick up the mail daily, scan pertinent documents, and distribute accordingly.

Other

• Works well within a team atmosphere and handles client interaction professionally.
• Follows quality system procedures.
• Works cross-functionally to resolve issues.
• Identifies issues and risks arising in day-to-day operations and proposes solutions to improve results.
• Contributes to building the department as an effective and valued resource within the company.
• Raises issues as warranted on a timely basis.
• Other duties as assigned.