Administrative and Vendor Management Assistant

Administrative and Vendor Management Assistant

Pratum Companies is seeking an Administrative and Vendor Management Assistant to serve in an administrative capacity, supporting the property operations team most significantly, but also multiple corporate department leaders.  Aside from administrative and project tasks as assigned, this role will be the primary administrative point of contact for the company’s vendor management activities (including vendor relations, administering the solicitation/bid process, contract tracking, purchase orders, and other initiatives with respect to procurement and vendor engagement).  Additionally, this role will provide administrative support to the leadership of the multiple corporate departments.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skills, and/or abilities required in order to do so.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The role will be based in our corporate office in Gaithersburg, MD.  This is expected to be a full-time position, Monday-Friday 8:30-5:30 (less break time).  This is not a remote role and requires residency in the Washington, DC metro region.
 
PRIMARY/ESSENTIAL DUTIES AND RESPONSIBILITIES

• Vendor Management
  • Tracks and coordinates current and prospective vendors
  • Prepares and administers contracts and purchase orders as appropriate
  • Coordinate with key stakeholders to log and enable comparison of bid/proposal terms to assist with ensuring requirements are met, terms and delivery dates are accurate, and determining contract awards
  • Maintains a database regarding vendors’ performance, service offerings, and results of work performed
  • Other related duties as assigned.
• General Administrative
  • Prepare, draft, and edit correspondence, communications, letters, e-mails, presentations and other documents using e-mail, word processing, spreadsheet, database, or other software
  • Manage calendars and schedules for meetings, appointments, and projects for assigned team members, including arranging for meeting logistics and keeping meeting minutes
  • May conduct research, assemble and analyze data to prepare reports and documents
  • Monitor, respond to and distribute incoming communications
  • Interact with internal staff at all levels as well as external clients, associates, vendors, business partners, etc.
  • Other duties, responsibilities, tasks, and projects as assigned.

• 3+ years’ experience providing administrative support to department head level executives.  Prior demonstrated successful experience with vendor management, procurement, and/or vendor relationship coordination.
• Experience in managing projects, tasks, input and contributions by multiple stakeholders, and time/task follow-up to ensure projects remain on-track for on-time and complete delivery.
• Strong proficiency with computer skills and in-depth knowledge of relevant software such as MS Office Suite (Teams, Outlook, Word, Excel, PowerPoint, databases, Sharepoint, etc.) and Adobe.  Prior experience with Yardi property management system is highly preferred.
• Knowledge of standard office administrative practices and procedures
• High school diploma required.  Bachelor’s degree a plus, but not required
• Technical knowledge and experience necessary to perform the tasks and responsibilities above.
• Excellent organizational skills and attention to detail.  Strong sense of urgency, responsive and service-oriented, able to prio