Operations & Vendor Coordination Specialist

Confidential; Warrendale (Allegheny County); On-site; USD 55,000 - 70,000; Full time

Job summary

The company is seeking an Operations & Vendor Coordination Specialist in Allegheny County, Pennsylvania. This role involves coordinating activities between clients and vendors while managing complex schedules across multiple locations.

Ideal candidates should have 2-5 years of relevant experience, strong organizational and communication abilities, and proven problem-solving skills. The position will require proactive follow-up to maintain accountability and enhance operational efficiency.

Qualifications

• 2–5 years of experience in coordination, scheduling, or operations support.
• Exceptional organizational skills with strong attention to detail.
• Strong communication skills and ability to manage multiple priorities.

Responsibilities

• Coordinate scheduling and operational activities between clients and vendors.
• Manage complex schedules across multiple client sites.
• Track project milestones and deadlines to ensure timely completion.

Skills

Coordination

Scheduling

Operations Support

Vendor Management

Problem Solving

Client Focus

Tools

Scheduling Platforms

Workflow Management Technologies

Job description

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:

• 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