Description
Directly Reports To: Director of Procurement
JOB OVERVIEW:
The Sourcing Specialist is responsible for identifying, vetting, onboarding, and managing a nationwide network of service vendors to support facilities maintenance operations across the United States. This role plays a critical part in ensuring consistent service delivery, competitive pricing, and strong vendor partnerships aligned with company KPIs and client expectations.
Acting as a bridge between operations, vendor partners, and internal stakeholders, the Facilities Sourcing Specialist ensures that qualified vendors are strategically sourced, properly onboarded, and continuously evaluated to support both reactive and planned maintenance programs.
Key Responsibilities
- Vendor - Sourcing & Network Development
- Identify, recruit, and qualify service vendors across multiple trades (HVAC, plumbing, electrical, general maintenance, etc.) nationwide
- Build and maintain a robust, geographically diverse vendor network to support client coverage requirements
- Proactively fill coverage gaps in underserved or high-demand markets
- Vendor - Onboarding & Compliance
- Manage end-to-end onboarding process including credential verification, insurance compliance, licensing, and background checks
- Ensure all vendors meet company standards, contractual requirements, and client-specific compliance expectations
- Maintain accurate vendor records within internal systems
- Vendor- Relationship Management
- Establish and maintain strong, professional relationships with vendor partners
- Serve as a primary point of contact for onboarding vendors during initial engagement phases
- Promote accountability and alignment with service expectations, SLAs, and KPIs
- Pricing & Negotiation
- Negotiate competitive labor rates, trip charges, and material markups
- Support cost control initiatives while maintaining quality service delivery
- Partner with operations and estimating teams to validate market pricing
- Cross-Functional Collaboration
- Work closely with dispatch, operations, and account management teams to align vendor capabilities with client needs
- Support urgent sourcing efforts for emergency or high-priority work orders
- Contribute to process improvements within vendor management and sourcing workflows
WO Status Ownership:
- Sourcing – This status flags WOs that require the Procurement Teams attention to locate and dispatch a vendor with a 3 day maximum SLT
Requirements
Job Related KPIs:
- Sourcing Time Frame
- Vendor Onboarding Productivity
- 15-25 onboarded vendors per month.
- Vendor Hot Spot Analysis
- % of request vendor area built out.
- Month over month rolling 30-day review
Reporting Required:
- Weekly Vendor Hot Spot Report
- Weekly Sourced FIT Vendor Report
- New Initiatives / Opportunities Network Report – as needed
QUALIFICATIONS:
- 2+ years of experience in vendor sourcing, procurement or facilities maintenance coordination
- Strong understanding of facilities trades and service delivery models
- Positive and professional demeanor
- Experience managing vendor networks across multiple states or regions preferred
- Excellent negotiation, communication, and relationship-building skills
- Ability to build positive relationships with other employees and vendors, while maintaining high productivity expectations
- Highly organized with strong attention to detail and compliance requirements
- Proficiency in CMMS systems (Facil IT, Service Channel, Ecotraks, etc), vendor management platforms.
- Ability to prioritize and multitask
