Vendor Operations Specialist

Join Diversified Maintenance! We're committed to delivering exceptional cleaning, landscaping, and restoration services for commercial facilities. Be part of a welcoming and collaborative team where innovation meets excellence. We offer steady, reliable work in janitorial management, full-time and part-time janitorial roles, maintenance, landscaping, and metal restoration. If you want to make a meaningful impact and build a lasting career, we have opportunities for you. Join us and grow with a leader in the industry!

Diversified Maintenance is hiring a Vendor Management Specialist. The Vendor Management Specialist optimizes third-party relationships to ensure high-quality service delivery and compliance. Key responsibilities include onboarding suppliers, enforcing Service Level Agreements (SLAs), mitigating risks, and providing overall support for all Diversified departments pertaining to subcontractors. They act as the primary liaison between internal stakeholders and subcontractors to resolve issues.

RESPONSIBILITIES:

• Develop, update and maintain spreadsheets and documentation utilizing Microsoft/G-Suite products (Sheets, Excel, PowerPoint, etc.) to systematically manage daily Vendor Operations Tasks
• Implement continuous process improvements to ensure alignment with evolving business requirements
• Demonstrate proficiency in managing high volume email correspondence over multiple inboxes
• Conduct comprehensive research, vetting, and onboarding new subcontractors, including managing contracts, certificates of insurance (COI), and regulatory compliance
• During the prescreening of subcontractors; evaluate each labor partner to identify their viability as a long-term partner and determine if the potential subcontractor will/can adhere to the Diversified Subcontractor Agreement
• Provide professional coaching and training to the subcontractors to facilitate understanding of all contractual obligations and maintenance of Diversified standards
• Advise and provide suggestions on which subcontractor is best to suit the needs of Diversified Field Operators based on ability to perform and geographical considerations
• Perform comprehensive audits of our subcontractors; in office or via travel to be in person to ensure all business and operations practices and procedures of a Subcontractor abide by the Diversified agreement; including, but not limited to, employment practices, billing practices and procedures
• Analyze highly confidential documentation, which may include but is not limited to, subcontractor business documentation and supporting documents for I-9s and E-Verify
• Synthesize audit findings into formal reports and participate in the decision-making process regarding the continuation or termination of a subcontractor agreement as needed
• Conduct comprehensive audits of Internal documentation pertaining to subcontractor disbursements utilizing Excel/Sheets and/or JDE/WinTeam
• Facilitate the process and management of subcontractor invoices and purchase orders (POs) across multiple financial systems, JDE and WinTeam
• Represent the organization in professional meetings, hosting, developing and presenting training sessions with stakeholders/subcontractors in both virtual and In-person environments
• Administer the enforcement of SLAs and KPI penalties associated with each Diversified client
• Resolve payment - related issues between Diversified Field Operators and subcontractors exercising fiscal judgement to mitigate business risk and maintain the accuracy of P&L statements

QUALIFICATIONS (MUST HAVE):

• High school diploma or equivalent
• Licensing requirements are subject to state and/or local laws and regulations and may be required prior to employment
• Minimum of two (2) years of experience in 1099-subcontractor management, 3rd party contracts, auditing, financial auditing, and/or Human Resources support
• Minimum of two (2) years of experience demonstrating intermediate-level proficiency in Microsoft Suite and/or Google Suite products (Excel/Sheets, Word/Docs, Outlook/Gmail, etc.) Experience with ERP systems like JD Edwards and/or WinTeam
• Business level oral and written communication skills; ability to speak, read, and write fluently in English
• Knowledge of regulations differentiating 1099-subcontractors versus W2 employees
• Understanding how to read a contract/agreement and properly communicate what each point means
• Understanding of how to read a P&L
• Ability to multitask and adapt to changing environments
• Excellent customer service skills; active listening skills
• Ability to lead and encourage teamwork; ability to negotiate and resolve conflict
• Public speaking, troubleshooting, problem resolution and strong analytical thinking

PREFERRED QUALIFICATIONS (NICE TO HAVE):

• Bilingual; ability to speak, read, and write in multiple languages
• College degree in Business, Procurement, Project Management, or related field of study
• Professional experience within a company within the janitorial or facilities maintenance space
• Prior experience of working directly with 1099-subcontractors
• Experience leading small or large teams on projects
• Contract/Agreement execution and management

BENEFITS:

• Medical, dental, vision, basic life, AD&D, retirement plan and disability insurance
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly; unused vacation is only paid out where required by law

Diversified Maintenance is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law.

If you have difficulty using the online system and require an alternate method to apply or require an accommodation, please contact our local Human Resources department.