Description
The Property Management Purchasing Specialist supports the Property Management team by sourcing, contracting, and managing vendors and materials related to the operation, maintenance, and improvement of residential properties. This role is heavily focused on property services—including maintenance, turns, renovations, and facilities support—and owns vendor procurement, contract administration, and purchasing activities that ensure properties are maintained efficiently, compliantly, and cost-effectively.
Contract Administration
- Develop scopes of work and evaluate contractor proposals for property maintenance, repairs, and capital projects
- Lead vendor negotiations and administer contracts from initiation through execution
- Prepare, process, and manage contractor and vendor agreements (including property service vendors)
- Track and organize all recurring contracts by expiration dates
- Ensure compliance with contractual terms and conditions
- Maintain organized, accessible contract files across all properties
Purchasing and Procurement
- Identify, vet, and onboard property services, maintenance, and facilities suppliers and subcontractors
- Solicit and evaluate bids, proposals, and quotes; negotiate pricing, terms, and delivery schedules
- Submit and track purchase orders; oversee the purchase request process
- Support the Property Management team with purchasing needs related to repairs, turns, and ongoing property operations
- Develop and continuously improve purchasing procedures and internal controls
- Oversee vendor performance and relationships to ensure timely and high-quality delivery of goods and services
- Manage inventory levels and restocking protocols
- Administer the Purchase Order (PO) system, including the development of procedures and training of staff
- Conduct site visits to assess inventory needs and vendor performance for specific properties
Project Management Projects
- Support the EVP with high-priority or ad hoc special projects as assigned
- Support the Leasing and Marketing Manager with special projects, Leasing AI technology, property management initiatives and lease administration.
- All other duties as assigned
Benefits: Medical, Vision, Dental; 401k; Life Insurance; PTO & Paid Holidays
Salary Description: $70,000 - $75,000 annually
Requirements
Skills and Knowledge
- Strong working knowledge of purchasing, vendor management, and contract administration
- Excellent negotiation and organizational skills
- Familiarity with safety regulations, inspection processes, and regulatory permits
- Proficiency in Microsoft Office Suite; Yardi experience preferred but not required
- Proven ability to work independently and manage multiple priorities simultaneously
Education and Experience
- Associate degree or higher in Business, Supply Chain Management, or a related field
- 3-5 years of relevant experience in procurement or contract administration
- Experience supporting property management, facilities, maintenance, or construction environments strongly preferred
