Vendor and Support Services Specialist

Job Summary

• Serve as a primary point of contact for vendors, drivers, technicians, and internal customers regarding support services and work orders.
• Receive, create, update, and track support services work orders from initial request through completion.
• Submit service orders and related documentation in accordance with established procedures.
• Coordinate vendor deliveries, services, site access, and scheduling requirements.
• Submit badge and access requests for vendors, technicians, drivers, and other authorized personnel in accordance with established access-control procedures.
• Track badge and access requests and coordinate follow-up to support timely approval and site access.
• Conduct field audits to verify service completion, work quality, site conditions, and compliance with established requirements.
• Document field-audit findings and coordinate corrective actions or follow-up activities as needed.
• Communicate work-order status, schedules, delays, and resolutions to customers and stakeholders.
• Meet with customers to understand service needs and coordinate appropriate follow-through.
• Reconcile vendor invoices against work orders, purchase orders, service documentation, and applicable agreements.
• Review invoice accuracy and route invoices for approval.
• Schedule and participate in vendor meetings; document action items and monitor follow-up.
• Maintain accurate records of vendor activity, field audits, badge and access requests, service requests, work orders, and invoice status.

• Answer incoming facilities related calls and provide professional, timely customer service.
• Triage requests by identifying issues, location, urgency, and required response.
• Route requests to the appropriate department, vendor, or support team.
• Escalate urgent, unresolved, or recurring issues in accordance with established procedures.
• Create, update, and process work orders in the applicable service-management system.
• Monitor open requests and provide customers with status updates or requests for additional information.
• Maintain complete and accurate records of customer interactions and request activity.

• Provide administrative backup for the department as needed.
• Schedule and coordinate meetings, including preparing calendars, invitations, and meeting logistics.
• Plan and coordinate department events and activities.
• Prepare and submit mileage and expense reports.
• Order catering and coordinate related arrangements.
• Maintain department calendars and assist with calendar management.
• Prepare correspondence, reports, records, and other administrative materials as assigned.

Job Qualifications

• Typically requires a high school diploma or equivalent and four or more years experience in a field related to the specialized functional area or unit where assigned.
• Experience supporting facilities, maintenance, construction, property management, or operations organization.
• Experience processing work orders, purchase orders, invoices, or service requests.
• Experience using enterprise resource planning, facilities management, help desk, or customer request systems.
• Experience coordinating vendors and service providers.
• Familiarity with expense reporting and calendar management systems.

• Internal Title: Department Specialist III
• Experience Level: Mid-Level (3-7 years)
• Full-Time/Part-Time: Full-Time Hourly
• Workstyle: Onsite
• Pay Range Low: 54,000
• Pay Range High: 86,625
• Job Category: Facilities
• Travel Percentage Required: 0% - 25%
• Relocation Assistance Provided?: No
• Clearance Required?: No
• US Citizenship Required?: Yes
• Employee Referral Bonus Amount: 500.00