Job Description

STANFORD UNIVERSITY

We are seeking a detail-oriented Contract Services Administrator to support document management, vendor coordination, and compliance tracking. This role requires strong administrative skills, a technical mindset, and the ability to maintain organized systems across various platforms.

Qualifications

• Proven administrative experience in calendaring, inventory management, or related functions
• Exposure to facilities management, vendor services, or regulatory compliance is a plus
• Proficiency in data entry, system setup, and information tracking
• Familiarity with asset and vendor management best practices
• Advanced skills in Microsoft Excel (including VLOOKUP) and Smartsheet

Key Responsibilities

Document Management

• Scan, rename, file, and distribute compliance documents (e.g., elevator inspections, fire testing reports)
• Ensure accurate labeling and consistent organization using standardized naming conventions
• Maintain a centralized, easily accessible digital archive of documentation

Quality Assurance

• Create and follow quality control checklists to verify accuracy at each stage of documentation
• Regularly audit and improve document handling processes to minimize errors

Vendor and Compliance Coordination

• Support vendor management efforts, including initial data gathering and communication tracking
• Assist with setting up databases, calendars, and file structures to streamline compliance workflows
• Contribute to the development and refinement of tracking tools and reporting mechanisms

Reporting and Updates

• Provide weekly status updates, highlighting progress and identifying potential areas for improvement
• Collaborate with internal stakeholders to refine administrative systems and ensure compliance requirements are met

Job Tags

Similar Jobs