Facilities Coordinator 3 (5-7 Years)

We are seeking an experienced Facilities Coordinator with 5-7 years of expertise to manage vendor relationships, contracts, and compliance in a dynamic and fast-paced environment. The ideal candidate will be responsible for maintaining strong vendor partnerships, overseeing contract administration, and ensuring compliance with regulatory standards.

• Serve as the primary relationship owner for an assigned portfolio of approximately 100 active vendors.
• Maintain strong professional vendor partnerships focused on reliability, service quality, and responsiveness.
• Act as the escalation point for vendor-related issues, including performance, compliance gaps, payment disputes, or operational concerns.
• Partner with Dispatch/National Operations Center to ensure vendors are engaged, responsive, and appropriately utilized.
• Draft, review, execute, and maintain vendor contracts, amendments, and service agreements.
• Manage contract lifecycle activities, including renewals, updates, terminations, and documentation control.
• Ensure ongoing vendor compliance with insurance requirements, certificates of insurance, bonding, licenses, and regulatory standards.
• Monitor adherence to safety, environmental, and risk management requirements.
• Conduct or coordinate audits, drills, or testing requirements to validate vendor readiness and compliance.
• Monitor vendor performance against established service level agreements and quality standards.
• Lead performance reviews and corrective action discussions with vendors as needed.
• Partner with Facilities Hub Finance on vendor payment execution and resolve invoicing or billing discrepancies.
• Support rate negotiations, cost reviews, and cost-reduction initiatives where appropriate.
• Work closely with Vendor Onboarding to ensure a smooth handoff of newly onboarded vendors.
• Collaborate with Dispatch/Operations to support vendor utilization, coverage, and service execution.
• Maintain accurate vendor records, documentation, and compliance tracking.
• Provide reporting on compliance status, performance metrics, and vendor risk.

• 5+ years of experience in vendor administration, vendor management, contract administration, or supplier management.
• Experience managing a large portfolio of external vendors or service providers.
• Strong understanding of contract lifecycle management and compliance requirements.
• Working knowledge of insurance, certificates of insurance, licensing, and vendor risk management.
• Proven ability to manage multiple priorities in a fast-paced, high-volume environment.
• Strong communication and negotiation skills.
• Detail-oriented with strong documentation and follow-through capabilities.
• Ability to collaborate effectively across operations, finance, and compliance teams.

• Experience in facilities management, maintenance, construction, or service-based industries.
• Familiarity with vendor management systems, contract management platforms, or compliance tools.
• Experience supporting audits, safety programs, or regulatory compliance initiatives.
• Experience participating in vendor rate negotiations or cost-reduction initiatives.

This is a fully remote position requiring high-speed internet (150-300 Mbps download) to support video meetings and remote system access. Candidates must have a quiet, distraction-free workspace suitable for professional phone conversations and to protect customer information. Camera-on participation is required during meetings and trainings, and the workspace must accommodate multiple screens with an ergonomic setup. Employees should have a backup plan for connectivity disruptions, such as access to a co-working space or library.

This is a Contract position based out of Boston, MA.

The pay range for this position is $26.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully remote position.

This position is anticipated to close on Sep 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.