Vendor Coordinator at Buildout | Powderkeg

About Buildout

Buildout is the full-lifecycle empowerment platform and system of record for high-performing CRE brokers in highly competitive markets. With seamless deal- making functionality from start to finish, Buildout gives brokers a proven platform that’s optimized for CRE brokers and capable of providing deeper, more detailed market, property and owner insights; powerful automations for prospecting, pitching, marketing, and transacting; and reliably accurate pipeline management tools with real-time reporting. Buildout has become the not-so-secret weapon for more than 50,0000 brokers and top CRE brokerage firms to find, win, market, and transact more listings, at top dollar.

Buildout recently welcomed Oval Room Group to the team! Oval Room Group is a leading visual media and 3D technology company that delivers powerful immersive digital solutions across an array of industry sectors and property types. Over the years, Oval Room Group has worked with hundreds of local, regional, and international commercial institutions to increase customer engagement, reduce the sales cycle, and drive revenue. With this acquisition, Buildout’s offerings have expanded to include a single source for all visual media services, a critical element to successful property sales and leasing marketing campaigns.

The Opportunity

Our Implementation team executes high-quality visual media deliverables for our CRE clients by engaging our network of vendors and bringing projects to life. Our creative vendors include photographers, drone pilots, render artists, video editors, graphic designers and more. In other words, in a crowded real estate market, our Implementation team ensures our clients’ listings stand out and sell faster.

This is where our Vendor Coordinator comes in! You’ll join our dynamic Implementation team and play a crucial role in managing vendor relationships, from sourcing and onboarding new vendors, to negotiating their contracts, ensuring they have the necessary licensing and insurance requirements, organizing invoices, and providing an all-around great experience. You’ll project manage like a pro, keeping projects on task and working with internal teams to improve and streamline the process.

This role is based in Oval Room Group’s Cincinnati office and reports to our Director of Account Management.

How You'll Contribute

  • Vendor Management: Build and maintain strong relationships with existing vendors, serving as the main point of contact for communication, inquiries, and issue resolution. Continuously assess vendor performance, ensuring they meet service level agreements and quality standards.
  • Vendor Sourcing & Vetting: Proactively reach out to prospective new vendors by calling and emailing and discussing the projects and rates, particularly in new markets where we don’t currently have a preferred vendor list.
  • Vendor Onboarding: Oversee the onboarding process for new vendors which includes executing a contractor agreement, setting their account up on, and verifying their licenses and insurance policies to ensure compliance.
  • Invoicing: Receive, organize and approve vendor invoices to ensure both our finance team and vendors are set up properly for payment. Maintain communication with vendors regarding payment status and ensure finance has all appropriate vendor billing information.
  • Issue Resolution: Identify potential risks with vendor relationships, with a focus on the quality of deliverables, and proactively resolve disputes or operational issues that may arise.
  • Cross-functional collaboration: Work closely with internal teams such as Implementation, Sales, and Finance to ensure seamless coordination and to brainstorm ways to optimize the efficiency and effectiveness of our vendor management processes.

What You’ll Bring

  • You have experience in a customer-facing or project management role, which may include customer service, sales, or office management, and you’re keen to build on those skills and make an impact as our first Vendor Coordinator
  • Bonus points: experience overseeing vendors, negotiating contracts, and facilitating onboarding procedures
  • You bring a sales mentality and are comfortable picking up the phone to quote, negotiate, and build rapport with new vendors
  • You have exceptional project management skills with an ability to manage multiple projects while paying close attention to the detail and timelines
  • You’ve got cat-like reflexes, following up on vendor communications and moving from project to project with lightning speed
  • You nerd out on crossing projects off a list and prioritizing your day to maximize your impact
  • You have natural customer service skills and get your kicks delivering an exceptional vendor experience that keeps them coming back for more
  • You have a collaborative work style that energizes the team around you. You love to share what you learn, you’re not afraid to ask for help, and you love celebrating wins.

We know there are great candidates who won’t check all of these boxes, and we also know you might bring important skills that we haven’t considered. If that’s you, don’t hesitate to apply and tell us about yourself.

**Perks & Benefits **

We built a benefits program to match the quality of our team. This program includes:

  • Impactful insurance and benefit options, including offering plans that cover 100% of employee health insurance premiums, and company-paid STD, LTD, life insurance, and telemedicine
  • Policies that support a healthy work/life harmony, including Flexible PTO, company holidays, paid parental leave, and give back days
  • 401(k) with 4% company match and immediate vesting
  • A remote-first work culture with a monthly remote work reimbursement to support our distributed team, plus an office in Chicago and Cincinnati for those who prefer an office setting
  • Challenging problems to solve with a committed and supportive team who are invested in your growth and development
  • A wonderfully quirky culture where you’re encouraged to bring your whole self to work

Buildout is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, marital status, order of protection status, citizenship status, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at and let us know the nature of your request and your contact information and we will consider your request.

Below, you will be asked to complete identity information for the Equal Employment Opportunity Commission (EEOC). It is required by law that we ask these questions using the format provided by the EEOC. However, we want you to know that at Buildout, we understand that gender is not binary and welcome people of all identities.

For more information about our privacy practices please visit our Privacy Policy. California residents have additional rights and should review the Additional Disclosures for California Residents section in our Privacy Policy.

Job Summary
  • Job Title
    Vendor Coordinator
  • Company
  • Location
    Chicago, IL
  • Employment Type
    Full time
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