Getting Started with General Vendors

  1. When they come into the office to meet with you go over the information packet. Show them examples of how the invoicing should be done; prices need to be broken down. Explain to them how they receive work orders via email and what the guidelines are. Give them the packet to review because it explains the advertising program and what is required of them. (*Note there are two different packets, one for Rehab Vendors and one for General Vendors.**)
  2. Once it is established that they want to be in partnership with your company, have them sign and return the packet of information.
  3. Enter the vendor in the M1 system so that work orders can be issued. (See how to enter a vendor)
  4. Email the vendor the excel section of the pricelist that applies to their trade.
  5. Start by issuing approx. 5-8 work orders to test them out. An Email Account is a requirement. Once the initial work orders have been issued, hold off continuing with new work orders until they have been completed and through the process. They can get a free email account with Yahoo, Google, or MSN.
  6. For vendors that are doing General Maintenance, call the residents to do a quick Quality Control (QC) survey to see how the vendor worked out. If the vendor is up to the company’s standards then bring them in or call them and give them some feedback. You can let them know if it will work out or not, or if there is anything that needs to be improved on.
  7. Create trust and open communication between the maintenance department and the vendor as they are the eyes and ears into these homes, you want them to report back if there is anything wrong and you also want them to know that you are checking to make sure the work is being completed and according to price. This should ensure a great relationship between vendor and your company.
  8. With new vendors they need to be brought in once a month for the first 3 months. (See the Vendor Tracking Form in M1 Doc Drop). You can utilize a laptop and fill out the form while doing the meeting. Send a copy of the notes to the vendor, have them sign it and send it back. This will be a time to review invoices, etc. with the vendor to make sure that both parties are on the same page. Once fully on the company’s system vendors will be brought in twice a year, unless you find it necessary bring them in sooner, to ensure communication remains key.