Vendor Specialist

Job Description Summary

The Vendor Performance Specialist is responsible for ensuring the timely and accurate completion of preventative maintenance and reactive service work orders by third-party vendors. This role serves as the primary point of contact for vendors following work completion, ensuring all required documentation is collected, validated, and submitted before service level agreement (SLA) deadlines. The ideal candidate is highly detail-oriented, organized, comfortable navigating multiple systems, and possesses exceptional communication skills.

Vendor Performance Specialist

The Vendor Performance Specialist is responsible for ensuring the timely and accurate completion of preventative maintenance and reactive service work orders by third-party vendors. This role serves as the primary point of contact for vendors following work completion, ensuring all required documentation is collected, validated, and submitted before service level agreement (SLA) deadlines. The ideal candidate is highly detail-oriented, organized, comfortable navigating multiple systems, and possesses exceptional communication skills.

• Proactively engage with vendors upon completion of preventative maintenance and reactive work orders.
• Monitor assigned work orders to ensure all required closeout activities are completed within established SLA requirements.
• Follow up with vendors regarding missing documentation, invoices, service reports, photos, completion forms, permits, and other required records.
• Maintain consistent communication with vendors to facilitate timely issue resolution and work order closure.
• Escalate aging work orders, documentation deficiencies, and compliance concerns as needed.

• Review submitted documentation for completeness, accuracy, and compliance with company standards and contractual requirements.
• Verify that all closeout requirements have been satisfied prior to approving work orders for closure.
• Ensure documentation is properly recorded and stored within applicable systems.
• Identify trends related to incomplete submissions and partner with vendors to improve compliance performance.
• Support audit requests by maintaining accurate and accessible records.

• Track vendor responsiveness, documentation quality, and adherence to established service level agreements.
• Assist in identifying recurring performance issues and opportunities for process improvements.
• Maintain reporting and tracking tools to support operational visibility and vendor accountability.
• Collaborate with internal stakeholders to address service delivery issues and improve vendor performance.

• Utilize multiple software platforms to monitor work order status, document collection, vendor communication, and reporting activities.
• Accurately update work order records and system notes.
• Generate and maintain performance reports and status updates for internal teams.
• Ensure data integrity across all systems used for vendor management and work order administration.

• Associate's degree or equivalent work experience preferred.
• 2+ years of experience in vendor management, facilities management, service operations, work order administration, compliance, or related fields.
• Experience working with service providers, contractors, or maintenance vendors preferred.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience working in CMMS, facilities management, ERP, or work order management systems preferred.

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage a high volume of work orders simultaneously.
• Excellent verbal and written communication skills.
• Strong follow-up and problem-solving abilities.
• Ability to work independently while collaborating across multiple teams.
• Comfortable navigating multiple systems and databases.
• Customer service mindset with a focus on accountability and results.
• Ability to prioritize work in a deadline-driven environment.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive…