Services
Vendor Coordination
Procurement, oversight, and documentation across your entire vendor network. One coordinating layer. Full accountability. Every vendor interaction logged.
The spend exists. It just isn't working for you.
Most commercial operators already have vendor relationships in place. HVAC contractors, roofing companies, electricians, plumbers, pest control. The spend is real: but without a coordinating layer, it operates without accountability.
Vendors self-report completion. Invoices arrive without documentation of what was done. Scope creep goes unnoticed. Work quality is not independently verified. And the property owner has no record to reference when the next issue surfaces.
Proportional FM closes that gap. Every vendor interaction is coordinated, documented, and logged. You get an independent verification layer, not another vendor relationship.
What vendor coordination covers
- Vendor procurement and scope negotiation
- Schedule coordination and onsite access management
- Work verification: onsite or photo documentation
- Invoice review against agreed scope
- Vendor performance documentation
- Issue escalation and resolution tracking
- Property record maintenance across all vendor categories
Two coordination models
These structures are distinct. Understanding which applies to your engagement is confirmed before work begins.
Model A
Client-Retained Vendor Oversight
You hold the vendor contracts directly. Proportional FM coordinates schedules, verifies work, and documents all vendor activity on your behalf.
Vendor invoices go to you. Proportional FM charges a coordination fee based on the total contract value managed.
Best for: Operators with established vendor relationships who want coordination and accountability without changing billing structure.
Model B
Proportional FM-Contracted
Proportional FM holds the vendor relationship directly. Scope is negotiated and managed under Proportional FM's oversight. You receive consolidated billing per period.
This model includes full risk and coordination control. A markup on vendor cost is applied and disclosed before engagement.
Best for: Operators who want a single point of accountability and consolidated invoicing with no direct vendor management.
Both models include written scope confirmation before work begins. Fee structures are disclosed and agreed in the engagement proposal. Contact Proportional FM for a proposal specific to your vendor network and property count.
One invoice. One point of accountability. A network you did not have to build.
Most operators manage 5-12 vendor relationships across HVAC, plumbing, electrical, roofing, pest control, landscaping, and general trades. Each vendor has their own invoicing format, their own response cadence, and their own definition of "done." You are the one reconciling all of it, and that reconciliation is invisible work that compounds every month.
Proportional FM consolidates that into a single coordinating layer. One point of contact for all vendor activity. One documented record of what was dispatched, what was done, and what it cost. Under the Proportional FM-Contracted model, one consolidated invoice per period instead of a dozen from different trades on different schedules.
This matters because accountability breaks down when it is distributed. When six vendors each self-report their own completion, no one owns the outcome. When one coordinating layer verifies every job, documents every finding, and ties every invoice back to an approved scope, the accountability gap closes. You stop paying for work you cannot verify. Scope creep stops because someone is watching.
The vendors behind this coordination are not random subcontractors. Every trade partner in the Proportional FM network is vetted before their first work order: active licensing, $1M+ general liability, documentation standards, and demonstrated response reliability. Preferred status is earned through consistent performance, not pricing alone. Vendors who cut corners, skip documentation, or miss response windows do not stay in the network.
The result: when Proportional FM dispatches a plumber or an HVAC technician to your property, the trade partner has already been held to a standard before they arrive. You get accountability at the vendor level and the coordination level. Not one or the other.
Network trade categories
All vendors are required to carry active licensing, $1M+ general liability, and provide documentation on every job.
Frequently asked questions
What is the difference between the two vendor coordination models?
Proportional FM offers two distinct structures. In the Client-Retained model, you hold the vendor contracts directly; Proportional FM coordinates schedules, documents work, and verifies completion on your behalf. In the Proportional FM-Contracted model, Proportional FM holds the vendor relationship, manages the scope, and consolidates billing: you receive a single invoice per period. Pricing differs between the two models and is confirmed in writing before work begins.
How does vendor coordination improve accountability?
Without a coordinating layer, vendors self-report completion, scope creep goes undetected, and invoices arrive without documentation of what was done. Proportional FM provides an independent verification layer: work is confirmed onsite or through photo documentation, invoices are reviewed against agreed scope, and all vendor activity is logged in the property record.
Can Proportional FM coordinate any type of vendor?
Yes, across all standard facility trade categories. Proportional FM coordinates: HVAC, plumbing, electrical, roofing, pest control, landscaping, janitorial, specialty contractors, and others. The coordination model applies regardless of trade. Licensing requirements remain with the vendor: Proportional FM coordinates and documents, but does not hold trade licenses.
Does vendor coordination require a separate engagement from maintenance?
No. Vendor coordination is available as a standalone service or integrated with recurring maintenance and FCA engagements. Many clients use all three together: assessments identify issues, recurring maintenance handles preventive coverage, and vendor coordination manages the specialized trades that fall outside the maintenance scope.
Your vendor spend deserves a coordinating layer.
Request a facility assessment to define the scope. We respond within 1 business day.
Request a facility assessment