Vendor Operations & Compliance Specialist

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

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.