Procurement and Facilities Coordinator

TheKey•Remote - TX, TX

About The Position

For nearly 20 years, TheKey has helped clients achieve successful long-term aging at home with comprehensive, concierge-based care. Ensuring the dignity, safety, and independence of its clients, TheKey is committed to changing how the world lives and ages at home. Employee-teams get the training, resources, and support they need to deliver an exceptional care experience for clients and their families. Founded in Silicon Valley, TheKey has grown from a single location to service coverage throughout North America enabling clients to live life on their own terms, in their own homes. As a Procurement and Facilities Coordinator, you provide critical operational support to the Real Estate and Procurement team. You are responsible for maintaining and optimizing standardized procurement processes, performing vendor performance analytics, and ensuring the seamless operation of our physical office facilities. You act as a key liaison between internal departments and external service providers, ensuring that procurement activities are cost-efficient, facility maintenance is proactive, and data reporting is accurate and timely. This role is ideal for an organized, detail-oriented professional who can bridge the gap between administrative support and strategic project coordination.

Requirements

Bachelor’s degree in business administration, Finance, or a related field.
1–2 years of experience in procurement, facilities management, operations, or office administration, preferably in a multi-site corporate environment.
Strong aptitude for data management and reporting (advanced proficiency in Excel/Google Sheets is essential).
Experience with Procurement/ERP systems (e.g., Coupa, SAP, Oracle, or similar) is highly preferred.
Familiarity with Lease Management
Analytical Rigor: Ability to synthesize data to identify cost-saving opportunities and operational inefficiencies.
Project Management: Proven ability to manage multiple small-to-medium-scale projects concurrently with high attention to detail.
Communication: Exceptional written and verbal communication skills, with the ability to build and maintain professional relationships with both internal stakeholders and external vendors.
Problem-Solving: Proactive mindset, with the ability to troubleshoot facilities and procurement issues independently as they arise.

Responsibilities

Assist in the implementation and day-to-day administration of centralized procurement policies, ensuring company-wide compliance with purchasing protocols.
Support the procurement lifecycle by assisting with Request for Proposal (RFP) and Request for Quote (RFQ) processes, identifying potential suppliers, and performing initial comparative analyses.
Review and track contract terms, renewals, and expiration dates. Assist the team in analyzing service agreements to drive cost-efficiency and ensure contractual obligations are met by vendors.
Maintain the integrity of procurement systems (e.g., Coupa, ERP), ensuring purchase orders, invoices, and payment tracking are processed accurately and in a timely manner.
Manage day-to-day facility needs, including coordinating furniture procurement, office equipment maintenance, and workspace modifications.
Assist in the coordination of office improvements, remodels, and setup projects, serving as an on-site point of contact for external contractors and building management teams.
Monitor and schedule regular facility inspections and repairs, ensuring all office locations remain compliant, functional, and aligned with company brand standards.
Administer lease management databases, providing regular reporting on occupancy costs, utility usage, and department-level spend analysis.
Assist leadership in developing spend forecasts and budget reconciliations by analyzing historical data and identifying spending trends.
Generate recurring reports on vendor performance metrics (KPIs), facility health, and project timelines to support leadership decision-making.
Serve as the primary point of contact for vendor inquiries, troubleshooting service issues, and coordinating resolution between the vendor and internal stakeholders.
Facilitate periodic reviews of vendor performance, collecting feedback from internal teams to ensure service quality remains consistent with agreed-upon Service Level Agreements (SLAs).