Vendor and Operations Coordinator at Vinebrook Homes

Job Description

Vendor and Operations Coordinator at Vinebrook Homes

Position Summary/Objective

The Vendor and Operations Coordinator will oversee the vendor onboarding, education, performance, and workload allocation, as well as the turnover workflow with compliance on clean, safe, functional standards. This position will manage and prioritize activities that drive customer satisfaction and NOI margin performance improvement. As our Vendor and Operations Coordinator, you will play a critical role in ensuring that our properties are serviced in accordance with compliance standards, and that units are available for occupancy as soon as possible. Additionally, this role will be responsible for municipal violation and inspection oversight, as well as customer service management.

Essential Duties and Responsibilities

• Manage vendor onboarding, education, performance, and workload allocation to ensure a high level of work quality and timely completion

• Oversee turnover workflow, ensuring that vendors are delivering properties standards of clean, safe, and functional standards, with compliance on budget turnover

• Ensure scopes of work assigned to vendors are detailed and comprehensive

• Drive accountability toward completion timelines set forth by the approved scope of work and ensure adequate system updates occur for follow-up and follow-through

• Inspect completed work for accuracy and ensure photo evidence and adequate notes are updated to the service request record or turnover system

• Monitor and maintain the average days in MR below 21 days; pre-construction at 5 days or less, approve estimate at 2 days or less, construction at 12 days or less, and move-in ready inspection at 2 days or less

• Develop and maintain relationships with vendors, contractors, and suppliers to ensure that we receive the best possible service at competitive prices

• Coordinate with in-house maintenance staff to complete necessary repairs and upgrades

• Communicate with tenants, portfolio managers, and stakeholders regarding service requests, property updates, and status reports in cadence with weekly, monthly, and quarterly reporting

• Conduct regular site visits to assess property condition and ensure compliance with standards

• Ensure compliance with local, state, and federal regulations related to rental properties

• Manage municipal violation and inspection oversight to ensure that properties meet compliance standards and resolve any violations in a timely manner

• Provide exceptional service to internal and external customers by maintaining positive relationships to ensure tenant, employee, and vendor retention

• Ensure timely and accurate communication with tenants and property owners regarding inspection results, violation notices, and any necessary repairs or upgrades

Minimum Qualifications

• High school diploma or equivalent; Bachelor’s degree in business administration, property management, or related field is preferred

• Minimum of 3 years of experience in rental property management or a related field, with a focus on vendor onboarding, education, performance, and workload allocation

• Knowledge of turnover workflow and compliance on clean, safe, functional standards

• Familiarity with budget management, including expense tracking and cost control though value engineered solutions that

• Strong communication and organization skills, with the ability to manage multiple projects simultaneously

• Knowledge of local, state, and federal regulations related to rental properties, as well as municipal violation and inspection oversight

• Proficient in Microsoft Office and property management and data and analytics software like yardi – voyager, salesforce, tableau, etc

• Ability to work flexible hours and travel as needed

• Ability to adjust to changing needs due to size and resources of a fluid environment

• Valid Driver’s License is a requirement

 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibility

There is no supervisory responsibly.

Travel

Up to 10%, as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodations during the interview process.

We are an equal opportunity employer. Qualified applicants shall be considered for all positions without regard to race, color, sex, religion, national origin, age, disability, veteran status, or any other status protected by federal, state or local law. We are also a Drug Free Workplace. Qualified applicants will also be required to pass a drug screening before receiving an offer or beginning employment. Refusal to submit to testing will result in disqualification of further employment consideration.