Vendor Network Development & Operations Specialist

Position Overview

The Vendor Network Development & Operations Specialist will identify, qualify, and develop service providers across landscaping, snow removal, janitorial, exterior maintenance, and other commercial facilities-service categories.

The objective is to continuously build competitive regional coverage, compare qualified options, strengthen network depth, and identify the best long-term service solution based on pricing, capabilities, reliability, geographic coverage, and client requirements.

This individual must be able to move quickly when large opportunities, urgent service requests, provider cancellations, or compressed bidding timelines arise. Strong candidates will combine urgency with sound judgment, organization, persistence, and commercial awareness.

Note: This role requires occasional weekend availability to support urgent client needs and time-sensitive operational requests.

Key Responsibilities:

Vendor Sourcing and Network Development

• Proactively identify and recruit qualified service providers across assigned states, markets, and service categories.
• Conduct frequent outbound outreach by phone, email, online research, referrals, and other sourcing channels.
• Build relationships with local, regional, and multi-market providers.
• Maintain a healthy pipeline of primary, secondary, and backup providers within assigned markets.
• Obtain two to three or more qualified bids per opportunity whenever market conditions and timelines reasonably permit.
• Evaluate providers based on pricing, capacity, responsiveness, equipment, experience, geographic coverage, compliance, and long-term fit.
• Identify gaps within the existing provider network and proactively build coverage before urgent needs arise.
• Document sourcing activity, provider feedback, pricing intelligence, and market limitations accurately.

Bid Development and Contract Support

• Review scopes of work, site information, maps, service frequencies, photos, and client requirements.
• Communicate scopes clearly to prospective providers and obtain complete, comparable bids.
• Follow up persistently to meet internal and client deadlines.
• Analyze provider pricing and capabilities to support competitive and profitable client proposals.
• Assist with pricing recommendations, provider selection, and service-plan development.
• Prepare and distribute service agreements and other required documentation.
• Track agreement execution and ensure documentation is completed before services begin.

Urgent Operational Response

• Respond immediately to time-sensitive client requests, provider cancellations, service deficiencies, and large bidding opportunities.
• Develop backup solutions when an initially selected provider becomes unavailable or cannot meet expectations.
• Escalate material risks promptly while continuing to pursue alternative solutions.
• Balance speed with accuracy, cost control, service quality, and client expectations.
• Maintain clear communication with providers and internal stakeholders during urgent situations.
• Participate in a limited rotating schedule for occasional evening or weekend operational needs.

Vendor Onboarding and Compliance

• Coordinate provider onboarding, including W-9 collection, certificates of insurance, ACH information, and required agreements.
• Review documentation for completeness and confirm that insurance and compliance requirements are satisfied.
• Follow up promptly on missing or expired documents.
• Maintain organized and accurate provider records within company systems.
• Help providers understand Olio Group’s communication, documentation, invoicing, and service-performance expectations.

Service and Invoice Coordination

• Confirm that providers understand the contracted scope, timing, pricing, and documentation requirements.
• Track service progress and identify potential delays or performance concerns.
• Review provider invoices against contracted pricing, approved work, and completed scope.
• Flag discrepancies and coordinate resolution before invoices are approved.
• Support corrective-action efforts when service results do not meet client expectations.
• Maintain accurate CRM, contract, site, and operational records.

Required Qualifications

• At least two years of relevant experience in vendor sourcing, procurement, facilities management, field-service operations, subcontractor coordination, dispatching, construction services, property ser…