Procurement and Facilities Coordinator

For nearly 20 years, TheKey has helped clients achieve successful long-term aging at home with comprehensive, concierge-based care. Ensuring the dignity, safety, and independence of its clients, TheKey is committed to changing how the world lives and ages at home. Employee-teams get the training, resources, and support they need to deliver an exceptional care experience for clients and their families. Founded in Silicon Valley, TheKey has grown from a single location to service coverage throughout North America enabling clients to live life on their own terms, in their own homes.

As a Procurement and Facilities Coordinator, you provide critical operational support to the Real Estate and Procurement team. You are responsible for maintaining and optimizing standardized procurement processes, performing vendor performance analytics, and ensuring the seamless operation of our physical office facilities. You act as a key liaison between internal departments and external service providers, ensuring that procurement activities are cost-efficient, facility maintenance is proactive, and data reporting is accurate and timely. This role is ideal for an organized, detail-oriented professional who can bridge the gap between administrative support and strategic project coordination.

Key Responsibilities

Procurement & Contract Support

• Policy Enforcement: Assist in the implementation and day-to-day administration of centralized procurement policies, ensuring company-wide compliance with purchasing protocols.
• Sourcing & Tendering: Support the procurement lifecycle by assisting with Request for Proposal (RFP) and Request for Quote (RFQ) processes, identifying potential suppliers, and performing initial comparative analyses.
• Contract Lifecycle Management: Review and track contract terms, renewals, and expiration dates. Assist the team in analyzing service agreements to drive cost-efficiency and ensure contractual obligations are met by vendors.
• Procurement Systems Administration: Maintain the integrity of procurement systems (e.g., Coupa, ERP), ensuring purchase orders, invoices, and payment tracking are processed accurately and in a timely manner.

Facilities Coordination & Operations

• Office Infrastructure Support: Manage day-to-day facility needs, including coordinating furniture procurement, office equipment maintenance, and workspace modifications.
• Project Liaison: Assist in the coordination of office improvements, remodels, and setup projects, serving as an on-site point of contact for external contractors and building management teams.
• Preventative Maintenance: Monitor and schedule regular facility inspections and repairs, ensuring all office locations remain compliant, functional, and aligned with company brand standards.

Data Analytics & Reporting

• Occupancy & Spend Tracking: Administer lease management databases, providing regular reporting on occupancy costs, utility usage, and department-level spend analysis.
• Forecasting: Assist leadership in developing spend forecasts and budget reconciliations by analyzing historical data and identifying spending trends.
• Operational Reporting: Generate recurring reports on vendor performance metrics (KPIs), facility health, and project timelines to support leadership decision-making.

Vendor Relations

• Service Coordination: Serve as the primary point of contact for vendor inquiries, troubleshooting service issues, and coordinating resolution between the vendor and internal stakeholders.
• Performance Monitoring: Facilitate periodic reviews of vendor performance, collecting feedback from internal teams to ensure service quality remains consistent with agreed-upon Service Level Agreements (SLAs).

Required Qualifications

• Education: Bachelor’s degree in business administration, Finance, or a related field.
• Experience: 1–2 years of experience in procurement, facilities management, operations, or office administration, preferably in a multi-site corporate environment.
• Technical Proficiency:
  • Strong aptitude for data management and reporting (advanced proficiency in Excel/Google Sheets is essential).
  • Experience with Procurement/ERP systems (e.g., Coupa, SAP, Oracle, or similar) is highly preferred.
  • Familiarity with Lease Management
• Core Competencies:
  • Analytical Rigor: Ability to synthesize data to identify cost-saving opportunities and operational inefficiencies.
  • Project Management: Proven ability to manage multiple small-to-medium-scale projects concurrently with high attention to detail.
  • Communication: Exceptional written and verbal communication skills, with the ability to build and maintain professional relationships with both internal stakeholders and external vendors.
  • Problem-Solving: Proactive mindset, with the ability to troubleshoot facilities and procurement issues independently as they arise.

Benefits for full time employees

• Medical/Dental/Vision Insurance
• TouchCare VirtualCare
• Life Insurance
• Health Savings Account
• Flexible Spending Account
• 401(k) Matching
• Employee Assistance Program
• PTO Plan for Non-Exempt Employees
• Flexible PTO Plan for Exempt Employees
• Holidays and Floating Holidays
• Pet Insurance
   

TheKey is an equal opportunity employer. TheKey prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, age, national origin, disability status, protected veteran status, or any other characteristic protected by law.

California Residents Only:

In accordance with Article 2 of the California Health and Safety Code - California Community Care Facilities Act, TheKey requires timely and accurate positive fingerprint identification of California based applicants as a condition of employment. If an applicant has been convicted of a non-exemptible crime, and in compliance with all applicable state and local laws, their conditional offer will be rescinded.

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