PLEASE READ BEFORE APPLYINGThis is not a general customer service entry-level role. We are seeking a high-level Operations and Vendor Coordinator specifically from the Facilities Management, Construction, or Maintenance industries. If you do not have experience managing vendors and high-volume work orders, you will not be a fit for this position.
Critical Qualifications- Experience: Minimum 3+ years of proven experience as a Point of Contact (POC) between vendors, clients, and corporate customers.
- Industry Knowledge: Strong familiarity with facilities management, maintenance, or repair terminology.
- Technical Skills: Intermediate to Advanced Excel proficiency (data management) and experience with CMMS/Work Order Management software (e.g., ServiceSync).
- Financial Literacy: Experience processing invoices and managing NTE (Not-To-Exceed) amounts.
- Shift Readiness: Absolute commitment to the Night Shift (US hours).
Core Responsibilities1. Strategic Work Order Management
- Own the lifecycle of assigned work orders via ServiceSync WOM.
- Verify work order criteria with clients to ensure accurate scheduling and execution.
- Enforce NTE (Not-To-Exceed) limits strictly; ensuring vendors stay within budget.
2. Vendor Logistics & Compliance
- Sourcing & Vetting: Identify and research new potential vendors. Perform rigorous vetting according to client standards.
- Compliance: Manage all mandatory documentation including COI, W9, Workers Comp Certificates, and Vendor Packets via SharePoint.
- Execution: Liaise with vendors to ensure service is completed correctly and on schedule.
3. Quality Assurance & Financial Verification
- QA Calls/Emails: Conduct follow-ups on completed tasks to ensure customer satisfaction and document feedback.
- Invoice Management: Request, verify, and process vendor invoices for accuracy against completed maintenance requests.
- Escalation: Identify bottlenecks and escalate complex issues to Account Managers for prompt resolution.
Technical & Professional Skills- Exceptional Communication: Assertive and professional verbal/written skills to handle high-pressure vendor negotiations.
- Attention to Detail: Zero-error tolerance for record-keeping, data entry, and invoice verification.
- Multitasking: Proven ability to meet deadlines in a fast-paced, high-volume environment.
Benefits- Salary: Php 46,500 All-in Monthly Package.
- Health & Wellness: HMO with 1 free dependent upon hire + Life Insurance.
- Time Off: 20 PTO credits annually + VL/SL Cash Conversion.
- Growth: Annual Performance-Based Merit Increases & Recognition.
- Equipment: Company-provided laptop.
Application Questions- Are you comfortable with a Php 46,500 all-in salary package
- On a scale of 1 to 5, how proficient are you in using Excel for data management
- Do you have at least 3 years of experience as a POC between vendors and corporate clients
- Have you ever managed NTE (Not-To-Exceed) amounts or processed Vendor Invoices
- Are you available for EST/PST Night Shift immediately
