Operations Vendor Coordinator

Ally Medical is currently seeking a motivated and detail-oriented individual to join our team as an Operations Vendor Coordinator. In this role, you will play a crucial part in maintaining positive vendor relationships to support the smooth operations of our organization. This role will also assist with day-to-day operations administration support. 

Duties/Responsibilities

Vendor Relations, Onboarding & Administration

• Establish and maintain positive relationships with vendors, stakeholders, and suppliers.
• Coordinate vendor communications, orders, inquiries, and service-related issues.
• Ensure complete vendor onboarding, including executed agreements, certificates of insurance, required documentation, and necessary reports.
• Assist in the administration and retention of contracts, service reports, pricing agreements, and other vendor documentation.

Documentation, Compliance & Maintenance Tracking

• Track, schedule, and document all planned maintenance, inspections, and audits to meet regulatory guidelines, organizational procedures, and policy requirements.
• Ensure all vendor and maintenance records are complete, accurate, and stored according to compliance standards.
• Monitor vendor compliance with relevant laws, regulations, internal policies, and facility operation requirements.
• Maintain audit-ready documentation for regulatory inspections and internal reviews.

Work Order & Facility Operations Support

• Manage the facility maintenance work order system, including assignment, tracking, follow-up, and escalation of issues.
• Monitor service requests to ensure timely completion and communicate status updates to stakeholders.
• Support operational workflows related to facility maintenance and vendor performance.

Project & Expansion Support

• Assist the Director of Facility Operations with tasks related to expansion projects, including vendor coordination, scheduling, documentation, and communication.
• Help track project milestones, deliverables, and required documentation.

Data Entry & Reporting

• Accurately input data related to vendors, work orders, inspections, and maintenance activities.
• Generate reports to support decision-making, vendor performance evaluations, and compliance reviews.

Administrative Support

• Provide administrative support to the Director of Facility Operations.
• Assist with scheduling, meetings, document preparation, and correspondence.
• Handle phone calls, inquiries, and general operations-related administrative tasks.

Required Skills/Abilities:

• Excellent verbal and written communication skills. 
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Ability to work independently.
• Proactive and problem-solving mindset

Education and Experience:

• High School Diploma or GED equivalent required. Associate or bachelor’s degree preferred.
• Proven experience in records management, vendor relations, or related administrative roles.

Other Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times. 
• All employees of Ally are responsible for complying with all privacy and security laws and internal policies and procedures. You will play an active role in protecting the company's sensitive data and ensuring that our patient's information is treated with the utmost care and confidence. You are responsible for reporting any concerns or infractions that you become aware of so that the company may appropriately address them.
• All employees are responsible for protecting the credentials provided to you to access Company (and customer, where applicable) networks, systems, and data.
• Employees are responsible for maintaining the confidentiality of all Ally Medical’s and customer data to which you are granted access. Any suspected compromises of Ally Medical proprietary data or customer data must be reported to Management immediately.
• All employees must adhere to the Company’s Information Security Policy and Procedures and support standard operating procedures to protect Company systems and data.
• Employees must alert management immediately of any expected system or data compromises and/or system failure impacting the security, confidentiality, availability and integrity of Ally Medical and customer data.
• All employees are required to attend an annual Information Security Awareness Training.