Procurement Coordinator

Vitality Living • Brentwood, TN

2d • Hybrid

About The Position

We are seeking a detail-oriented and service-driven Coordinator to support Procurement and Facilities within our senior living communities. This role plays a critical part in ensuring our communities remain safe, compliant, and well-maintained for residents, staff, and visitors. The ideal candidate will be highly organized, proficient in Yardi systems, and experienced in vendor coordination, procurement of goods and services, and facilities asset management. This position is a full-time, hybrid role (3 days in office at our Brentwood Support Office, 2 days remote).

Requirements

• 2–5 years of administrative experience in facilities, property management, procurement or senior living operations
• Required experience with Yardi, including Yardi Construction Manager and Yardi Maintenance IQ
• Experience with facilities asset management and preventative maintenance programs
• Experience with RFP processes, vendor management, and procurement workflows
• Required experience with procurement systems and ordering platforms
• Strong organizational skills with the ability to manage multiple communities or projects simultaneously
• Excellent communication skills with a customer-service mindset, particularly in resident-focused environments
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

Nice To Haves

• Bachelor’s degree in Business, Supply Chain, or related field preferred
• Experience in senior living, healthcare, or multi-site property management
• Knowledge of regulatory compliance requirements (e.g., life safety, inspections, and documentation standards)
• Experience supporting capital projects or renovations
• Basic financial acumen, including budget tracking and invoice reconciliation

Responsibilities

• Provide administrative support to Procurement and Facilities teams across senior living communities
• Utilize Yardi, Yardi Construction Manager, and Yardi Maintenance IQ to manage work orders, preventative maintenance programs, and capital projects
• Coordinate and track maintenance requests to ensure timely resolution with minimal disruption to residents
• Maintain accurate records of facilities assets, equipment, and lifecycle management within asset management systems
• Assist in planning and tracking capital improvement and renovation projects
• Coordinate and execute daily procurement activities for community operations
• Support the development and administration of Request for Proposals (RFPs), including vendor outreach, bid collection, and evaluation tracking
• Coordinate vendor onboarding, compliance documentation (insurance, licensing, COI’s), and ongoing performance tracking
• Manage vendor and supply procurement processes, including sourcing, pricing comparisons, and contract support including negotiations
• Maintain relationships with approved vendors and identify new supplier opportunities
• Assist communities with ordering through the approved procurement platform and train end users, providing ongoing support as needed
• Maintain organized documentation for contracts, warranties, inspections, and regulatory compliance
• Support cost-saving initiatives and process improvements
• Assist with budget tracking, invoice processing, and cost control for facilities-related expenses
• Communicate effectively with community leadership, maintenance teams, and vendors to ensure alignment and service excellence
• Collaborate with internal teams to meet operational needs
• Support compliance with health, safety, and regulatory standards applicable to senior living environments

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level