Description

Vendor Management Coordinator (Mississauga)

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, career training, and support for continued professional development.

The Vendor Management Coordinator will manage business systems and processes for various internal business programs, with a primary focus on Vendor Management and platform compliance. In addition, the Vendor Management Coordinator will assist in process improvement projects through accurate data tracking, reporting, and cross-functional coordination. The Vendor Management Coordinator will also support meeting the various objectives, initiatives, and projects of the Internal Operations team. It is essential that the Vendor Management Coordinator is extremely detail-oriented and results-driven

Duties & Responsibilities
Platform Management:

• Setup and manage FirstService Residential properties on VIVE, and manage exempted vendors on VIVE, ensuring accurate data entry and regulatory compliance.

• Assist Property Managers and vendors with access issues and provide ongoing support for VIVE on the platform.

• Monitor and update VIVE, resolving any issues promptly and ensuring the system reflects accurate vendor and property information.

• Ensure sister companies are approved and verified in the VIVE portal, coordinating with internal teams to maintain compliance.

Vendor Management:

• Assist vendors with enrollment on VIVE by addressing inquiries, guiding them through the process, and requesting requirement waivers when necessary.

• Communicate with vendors to update their information and ensure compliance with VIVE requirements.

• Collaborate with the regional Vendor Compliance team to vet non-verified vendors and facilitate their setup for payment processing, whether temporary or permanent.

• Track non-verified vendors and generate a report for the AP team.

• Ensure temporarily set-up vendors are deactivated in a timely manner by coordinating with AP.

Tracking & Reporting:

• Track and manage vendor compliance status using tools like Excel and Smartsheet.

• Generate reports on vendor compliance and provide timely updates to Director, Optimization & Internal Operations.

• Maintain precise records of non-verified vendor onboarding timelines and compliance documentation to ensure regulatory adherence.

Education & Experience

• Associate’s or Bachelor’s degree in an applicable field

• 1–2+ years of working experience in an administrative, operations, or vendor/contract management role is strongly preferred

• Proficiency with Microsoft Office applications (Excel, Outlook, Word, Teams) and familiarity with tools such as Smartsheet

• Experience working with vendor compliance portals or similar online platforms is an asset

Knowledge, Skills & Proficiencies

• Demonstrates leadership qualities and abilities

• Works well independently and as a team player, with a passion for customer satisfaction

• Excellent written and verbal comprehension and communication skills

• Excellent analytical, problem solving and decision-making skills

• Self-starter with the ability to prioritize and multi-task to meet deadlines

• Highly organized and attentive to detail

• Proficiency with Microsoft Office tools and Power BI or other visualization applications require

Compensation
Compensation for this role is $45,000 to 50,000 + benefits

Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, colour, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

FirstService Residential welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process.

Our hiring process may use AI screening for keywords and minimum qualifications. Talent Acquisition Specialists review all results.

In accordance with Ontario’s Employment Standards Act (ESA) requirements, we confirm that this job posting is for an existing position within our organization.

INDHON

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.