Vendor Management and Contract Administrator at Alpha Mead Group

Role Summary

We are seeking a highly organized and detail-oriented Vendor Management and Contract Administrator with years of experience in contract management and procurement, preferably in the real estate industry. This role will be responsible for overseeing vendor relationships, managing procurement processes, and administering contracts to ensure compliance, timely execution, and cost efficiency.

The ideal candidate will have a strong background in contract negotiation, vendor performance management, and procurement best practices, with the ability to work closely with internal teams and external partners to support real estate development and property management operations.

Key Responsibilities

Vendor Management:

• Develop and maintain relationships with vendors, contractors, and service providers to support the company’s real estate operations most especially that of the facility management.
• Evaluate vendor performance to ensure compliance with contractual obligations and company standards.
• Assist in the onboarding process of new vendors, ensuring that all relevant documents and contracts are in place.
• Track and monitor vendor performance metrics, addressing issues such as delays, non-compliance, or underperformance.
• Manage the vendor selection process, including RFPs (Request for Proposals), RFQs (Request for Quotes), and vendor negotiations.

Contract Administration:

• Draft, review, and negotiate contracts, agreements, and procurement documents related to real estate operations (facility management)
• Ensure contracts are executed according to company policies and legal requirements while maintaining proper documentation and recordkeeping.
• Monitor contract compliance, deliverables, and deadlines, ensuring all stakeholders are informed of key dates and obligations.
• Coordinate with legal and finance teams to ensure contracts are aligned with company goals and financial guidelines.
• Handle contract renewals, amendments, and terminations where needed, and maintain a contract database for easy access and review.

Procurement:

• Oversee procurement activities, ensuring timely and cost-effective purchasing of goods and services for real estate projects
• Maintain records and ensure that purchasing activities comply with the set company’s policies and procedures.
• Collaborate with internal departments (e.g., property management, construction, legal) to align procurement strategies with project requirements and budgets.
• Conduct market research to identify potential suppliers, service providers, and cost-saving opportunities.

Risk Management and Compliance:

• Ensure all vendor and contract activities are in line with local regulations, industry standards, and company policies.
• Work with risk management and legal teams to mitigate contract-related risks, ensuring proper indemnity clauses, insurance requirements, and warranties are in place.
• Regularly update risk assessments for ongoing contracts and procurement processes.

Other Responsibilities

• Evaluate quote/tender and recommendation for award.
• Liaise with the Storekeeper in the distribution of needed materials to sites.
• Manage and update the site request tracker.
• Perform other related duties as required by the management

Qualifications

• Bachelor’s degree in a relevant field, such as Business Administration, Procurement, Contract Management, Real Estate, Law, or a related field. 
• Minimum of 3 years of experience in contract management, procurement, or vendor management, preferably within the real estate industry.

Skills

• Strong understanding of procurement processes, vendor management principles, and contract administration.
  Proficient in contract negotiation, with a working knowledge of contract law and legal terminology.
  Excellent communication and interpersonal skills, with the ability to manage relationships with vendors and internal stakeholders.
• Strong organizational skills, with a keen eye for detail and the ability to manage multiple projects simultaneously.
• Proficiency in procurement and contract management software or ERP systems (e.g., SAP, Oracle, or similar platforms).
• Analytical skills to assess vendor performance, market trends, and contract risks.
• Knowledge of real estate industry best practices and standards