Job Description

About Heirloom\nHeirloom is a leading provider of large-format, luxury short-term rentals on the national level. Our unique focus on providing world-class accommodations to discerning groups of travelers in premier travel destinations, combined with a tech-enabled and data-driven business strategy, has allowed Heirloom to quickly carve out a unique space for itself within the highly competitive and rapidly evolving luxury hospitality industry.\nGeneral Overview\nThe Contract & Vendor Manager oversees the full lifecycle of service contracts and vendor partnerships across Heirlooms property portfolio. This role combines contract oversight with high-touch, day-to-day vendor relationship management to ensure cost-effective, compliant, and high-quality service delivery.\nActing as the primary, front-line point of contact for vendors, this role is heavily focused on live, real-time communication, particularly frequent phone calls and active problem-solving with external service providers. The Manager works closely with internal operations teams to resolve issues, negotiate terms, align expectations, and drive consistency across markets.\nThis is not a backend or primarily administrative role. Success in this position requires comfort and confidence in direct vendor conversations, relationship building, and proactive outreach, while also driving process improvements, cost savings, and operational consistency across procurement and vendor management.\nEssential Functions:\nEngage in high-volume, phone-based vendor communication, including negotiations, problem-solving, and building long-term strategic vendor relationships.\nMaintain and update all service contract databases, lease agreements, and vendor documentation.\nSupport monthly closing by reviewing and approving recurring contract\nWork with the procurement team to create a process for tracking warranties.\nCollaborate with legal and finance teams to mitigate risk in vendor agreements.\nLead vendor sourcing, RFPs, and competitive bidding processes for recurring services (landscaping, pest control, pool & spa maintenance, housekeeping, utilities, internet, etc.).\nOversee vendor onboarding, including compliance documentation, invoicing setup, and billing expectations.\nTrack vendor KPIs, costs, and contract compliance to drive accountability and performance.\nProactively identify cost-saving opportunities and renegotiate services as needed.\nAssist with property intake, ensuring contracts and service agreements are established at onboarding.\nConduct quality assurance audits in collaboration with property operations teams.\nSupport external management client onboarding with contract setup and compliance.\nGeneral Requisite Notes: \n24 years of experience in contract management, vendor management, or related field.\nStrong understanding of contract structures and vendor negotiations.\nProficiency in CRM systems, contract databases, and cloud-based platforms (Google Suite; Excel proficiency required).\nDetail-oriented with strong organizational skills.\nExcellent negotiation, written, and verbal communication abilities.\nAbility to travel to US if needed\nExperience in hospitality, property management, or real estate industries is a strong plus.\nBenefits:\nRemote work flexibility\nCompetitive pay based on experience\nPaid time off\nOpportunity to work with a U.S.-based luxury brand.\nGain valuable exposure to the U.S. market\nIndefinite-term U.S. contractor agreement",