Vendor and Order Specialist
About The Position
Akelius is seeking an organized, responsive, and detail-oriented professional to centralize daily purchasing and vendor activity supporting maintenance operations across its properties. The role standardizes how materials are ordered, verified, tracked, and received, and serves as the single point of contact for assigned vendor relationships. It helps control costs, prevent lost, duplicated, and delayed purchases, and ensure maintenance teams have reliable, timely access to materials. The position supports operational material spending and maintains accurate records from order placement through delivery and invoice resolution. The specialist manages and tracks orders, verifies pricing, confirms deliveries, reconciles invoices, and resolves discrepancies. The role also maintains vendor records, monitors vendor performance, coordinates with properties on purchasing, and collaborates with operations and procurement leadership to improve purchasing consistency and processes.
Requirements
- At least 2 years of experience in purchasing, procurement, supply chain, or vendor coordination.
- Strong organization and attention to detail, including the ability to manage many open orders without losing track of items.
- Comfort using purchasing systems, spreadsheets, and invoice reconciliation processes.
- Clear and responsive communication skills and the ability to manage vendors and internal requests professionally.
- Ability to identify pricing and invoice discrepancies and follow them through resolution.
- Strong skills in order tracking, vendor coordination, invoice reconciliation, and communication with property, maintenance, and procurement teams.
Nice To Haves
- Property management or facilities experience.
- Experience consolidating decentralized purchasing.
- Familiarity with maintenance or MRO supplies.
- Experience with a procurement or ERP platform.
Responsibilities
- Place, process, and track material and supply orders for maintenance operations across all properties.
- Verify order pricing against agreed vendor rates and catalogs; search for the best buy when an item is not available in an approved catalog.
- Track orders through delivery, confirm receipt, and flag delays before they affect work orders.
- Maintain accurate records of ordered, received, and outstanding items to prevent losses and duplicate purchases.
- Review and reconcile vendor invoices against orders and delivery confirmations.
- Resolve pricing, quantity, delivery, and invoice discrepancies through completion.
- Provide procurement leadership with order-to-delivery status and spending information.
- Serve as the single point of contact for assigned material and supply vendors.
- Maintain vendor records, contacts, account terms, and required compliance documentation.
- Monitor vendor performance on price, lead time, fill rate, and accuracy, and escalate issues.
- Coordinate with properties to consolidate orders and standardize preferred vendors and products.
- Support onboarding of new vendors.
- Partner with operations to understand material needs and purchasing patterns.
- Respond promptly to purchasing requests so work is not delayed.
- Flag recurring material issues, stockouts, or cost spikes to procurement leadership.
- Support procurement standardization, policy compliance, and process improvements across the portfolio.
Benefits
- Competitive benefits with generous employer premium contributions.
- 100% paid short- and long-term disability insurance and life insurance.
- 401(k) with match.
- Annual fitness benefit.
- Internal industry-specific education and training.
- Offices in central locations with a high-quality working environment.
- Social events and volunteer opportunities throughout the year.
- Company summit every second year.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
