Procurement & Contracts Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Procurement & Contracts Administrative Assistant to support contract administration, purchasing coordination, and project-related administrative work for a senior living community. This contract opportunity is ideal for someone who can keep documentation organized, manage competing priorities, and communicate effectively with vendors and internal teams. The position plays an important role in helping day-to-day procurement and contract activities stay accurate, timely, and well documented.

Responsibilities:
• Prepare and organize procurement and contract-related documents, including purchase orders, requisitions, and supporting records, while keeping files accurate and easy to access.
• Maintain vendor and contract documentation by confirming approvals, compliance materials, and required records are complete and up to date.
• Monitor key dates such as renewals, expirations, insurance submissions, deliverables, and internal review deadlines, and follow up as needed.
• Work with vendors and cross-functional departments to gather missing information, address purchasing questions, and move open items toward resolution.
• Assist with vendor setup activities, purchasing support, invoice review, and reconciliation of procurement-related paperwork.
• Update logs, trackers, spreadsheets, and reports to provide clear visibility into contracts, purchasing activity, and project progress.
• Support operational initiatives related to facilities, maintenance, equipment, supplies, and third-party service arrangements within the community.
• Coordinate meetings, draft routine correspondence, and provide general administrative assistance for procurement and project-focused work.
• Handle sensitive business and vendor information with sound judgment, confidentiality, and professionalism.• 2+ years of experience in administrative support, with exposure to contracts, procurement, purchasing, or project coordination.
• Prior experience in healthcare, senior living, hospitality, property management, or a similar operations-driven environment is strongly preferred.
• Strong organizational skills with the ability to manage multiple deadlines, maintain accurate records, and track follow-up items consistently.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
• Experience reviewing invoices, entering data accurately, and maintaining spreadsheets or tracking tools.
• Familiarity with vendor documentation, contract files, purchase orders, or related administrative processes.
• Strong written and verbal communication skills, along with the ability to work effectively with internal stakeholders and external vendors.