Vendor Operations Administrator

East Coast Facilities, Inc.; Town of Florida (NY); On-site; USD 52,000 - 72,000; Full time

Job summary

East Coast Facilities, Inc. is seeking a Vendor Operations Administrator to support and coordinate the day-to-day administration of our nationwide subcontractor network. This role focuses on documentation, coordination, and ensuring alignment with client requirements.

You will collaborate with internal teams to ensure subcontractor compliance, accurate documentation, timely proposals, and consistent service execution across the network.

Qualifications

• 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.
• Bachelor's degree in Business Administration, Operations, or a related field preferred.

Responsibilities

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

Skills

Vendor coordination

Operations administration

RFP workflows

Subcontractor management

Cost estimates

Proposals

MS Office

Documentation

Communication

Bachelor's degree

Education

Bachelor's degree in Business Administration/Operations

Tools

Microsoft Office Suite

Job description

Major Areas of Focus

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.

Essential Duties And 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.

Skills & Qualifications

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.

Language Skills

The employee must be able to effectively communicate in written and verbal form, read and interpret data and documents, follow established procedures, and interact professionally with internal teams, subcontractors, and clients. Proficiency in English is required; Spanish language skills are a plus.

Physical Demands

The employee is frequently required to sit, stand, and walk. The employee may occasionally be required to use hands to handle or feel objects, reach with hands and arms, and lift or move items up to 60 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Extended hours will be required during emergency response situations or winter weather operations.

Work Environment

The employee may occasionally be exposed to outside weather conditions, wet or humid environments, moving mechanical parts, fumes, airborne particles, and moderate noise levels while supporting field operations.

Travel & Development

Occasional travel within the service area or to other ECF offices may be required for training, operational support, or subcontractor coordination.

Security

The employee must comply with ECF's drug-free workplace policy and pass all required background and security checks. A valid driver's license and an acceptable driving record meeting underwriting standards are required.

ECF reserves the right to reject an applicant or terminate employment if background or driving records do not meet company underwriting criteria.

Note

The above statements describe the general nature and level of work performed by employees assigned to this position and are not intended to be an exhaustive list of all duties, responsibilities, or skills. Additional duties may be assigned as needed.