Vendor Coordinator

Job Title: Vendor Coordinator

Location: Northern New Hampshire (On-site / Field)

Reports To: Director of Property Management

Position Type: Full-Time

Position Summary

Affordable House Education & Development (AHEAD) is seeking an organized, detail-oriented Vendor Coordinator to oversee operations across our residential and commercial property portfolio in Northern New Hampshire & Vermont borders. This role acts as a central hub between field operations, vendors, internal management, and compliance teams. You will manage vendor relationships, audit utility and vendor contracts and invoicing, oversee unit turnovers, track residential/commercial supply inventories, and maintain our database within Yardi property management software.

Key Responsibilities

Vendor Management & Invoice Auditing

• Serve as the primary point of contact for external contractors, trade specialists, and service vendors.
• Vet, request, evaluate, and negotiate vendor quotes to ensure quality, competitive pricing, and scope of accuracy.
• Conduct strict pre- and post-payment audits on all vendor invoices against approved quotes, work orders, and completed scopes of work.
• Maintain vendor compliance documentation, including certificates of insurance (COIs), W-9s, and independent contractor agreements.

Capital Needs

• Create contractor requests for proposals and review submittals ensuring the best possible team and cost for each project.
• Ensure that all permits, bonding, insurance, and other submittals are in-hand prior to construction.
• Negotiate terms of agreements, draft contracts, and obtain permits and licenses.
• Collect and maintain appropriate invoices and records for successful funder requirements and timely payment of vendors.
• Provide Finance Department and Asset Management with the necessary information for the establishment and maintenance of the project accounting records.

Project Management & Turnovers

• Support property managers to secure and coordinate vendor resources for residential and commercial unit turnovers, tracking timelines, budgets, and project milestones to support on-time unit readiness.
• Develop and manage vendor turnover scopes of work, coordinating activities across multiple trades including painting, cleaning, HVAC, plumbing, and general repairs to minimize downtime and maintain project schedules as determined by the property manager.
• Periodically audit vendor-completed work orders and assist property managers with final punch-list inspections, verifying workmanship, identifying deficiencies, and approving completed work for closeout.

Software, Documentation & Inventory Control

• Utilize Yardi daily to open, update, assign, track, and close work orders.
• Maintain tracking databases for vendor performance, service-level compliance, and project timelines.
• Oversee residential and commercial maintenance inventory, tracking stock levels, auditing materials usage, and ordering necessary supplies.

Cross-Departmental Communication

• Work closely with the Director of Property Management and Asset Manager around major, extraordinary, and capital expenditures.
• Maintain continuous communication with the Compliance Manager to ensure vendor operations meet state/federal housing regulations and organizational guidelines.
• Build strong relationships and communication paths with property managers so they can drive the maintenance needs, coordinate work, and resolve outstanding tenant service requests efficiently.
• Provide regular project status updates, cost variances, and operational reports directly to the Director of Property Management.

Qualifications

• Experience: 2 years of experience in property management operations, vendor coordination, construction project management, or property maintenance.
• Software Proficiency: Hands-on experience with Yardi property management is preferred but not required.
• Skills: Excellent financial acumen for invoice auditing; strong organization and project management skills; clear written and verbal communication.
• Knowledge: Familiarity with residential/commercial turnover processes and basic maintenance of trades.
• Requirements: Valid driver’s license and reliable transportation to travel across properties in Northern NH and Vermont.

Compensation & Benefits Package

• Estimated Salary Range: $48,000 – $54,000 / year (commensurate with Yardi proficiency and project management experience).
• Health & Wellness Stipend: Annual direct benefit stipend to cover insurance premiums and qualified medical expenses.
• Paid Time Off (PTO):
• 4 Weeks (21.5 days) of paid vacation time in Year One.
• 5 Additional paid company holidays/paid days off per year.
• 1 Birthday paid day off per year.
• Travel: Mileage reimbursement for portfolio travel.

Pay: $48,000.00 - $54,000.00 per year

Benefits:

• 403(b)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Volunteer time off

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Littleton, NH 03561 (Required)

Work Location: In person

Salary : $48,000 - $54,000