Property Management Purchasing & Contracts Specialist

Description

The Property Management Purchasing & Contracts Specialist supports purchasing, vendor management, contract administration, and special projects for our portfolio of residential properties. Working closely with the EVP of Property Management, this position helps ensure our properties have the materials, services, contractors, and vendor support needed for day-to-day operations, maintenance, unit turns, and property projects.

This is a full-time, onsite position based in our Red Bank, NJ corporate office. Candidates must have prior experience working in residential property management or multifamily real estate. This is not a remote position.

Purchasing & Vendor Management

• Coordinate purchasing needs for residential properties, including maintenance supplies, unit-turn materials, equipment, property services, and other operational needs.
• Work closely with the EVP of Property Management and property teams to identify purchasing requirements and priorities.
• Identify, evaluate, and onboard suppliers, contractors, and service providers.
• Solicit and compare bids, proposals, and quotes and negotiate pricing, terms, and delivery schedules.
• Process and track purchase orders and purchase requests.
• Coordinate online orders, deliveries, and other property purchasing needs.
• Maintain approved vendor lists and monitor vendor performance.
• Manage inventory and assist properties with appropriate restocking procedures.
• Administer the Purchase Order (PO) process and assist with developing procedures and training staff.
• Conduct occasional site visits to assess purchasing and inventory needs.

Contracts & Contractor Administration

• Develop scopes of work and assist in evaluating contractor proposals.
• Coordinate vendor negotiations and contracts from initiation through execution.
• Prepare and maintain contractor and vendor agreements and required documentation, including Certificates of Insurance and W-9 forms.
• Track recurring contracts, renewal dates, and expirations.
• Monitor compliance with contractual requirements.
• Maintain organized and accessible contract records for the property portfolio.

Property Management & Special Projects

• Partner with the EVP of Property Management on operational initiatives and special projects.
• Coordinate with Property Managers, Maintenance, Facilities, Accounting, Leasing, and other departments as needed.
• Assist with property management technology and process-improvement initiatives.
• Support other property operations projects as assigned.

Requirements

Qualifications

• 3–5 years of experience in residential property management, multifamily real estate, property operations, purchasing, vendor management, or a closely related role.
• Prior property management/multifamily experience is required.
• Understanding of the purchasing and operational needs of residential properties, including maintenance, repairs, unit turns, contractors, and property services.
• Experience working with vendors, contractors, proposals, contracts, and purchase orders.
• Strong negotiation, organizational, follow-through, and problem-solving skills.
• Ability to manage multiple properties, vendors, projects, and deadlines simultaneously.
• Proficiency in Microsoft Office.
• Yardi experience is preferred.
• Associate degree or higher in Business, Property Management, Supply Chain Management, or a related field preferred, or equivalent relevant experience.
• Ability to travel locally to properties as needed.

Benefits

• Medical, Dental, Vision, Paid Time Off, Paid Holidays, 401(k), and Life Insurance.

Salary

• $70,000 - $75,000 annually