Procurement Specialist, Facilities
About The Position
Serve as a Procurement Specialist for Facilities Management (FM) and as the primary point of contact for FM vendors and Accounts Payable, with frequent communication with internal and external constituents. Responsible for purchasing a wide variety of goods and services for more than 25 budgets and, as assigned, providing procurement support for Capital Planning and Construction projects and activities. Work with the Procurement and Contracts department to identify the appropriate procurement method and ensure compliance with applicable policies and deadlines (purchase orders, blanket orders, Invitations for Bids (IFBs), Requests for Quotes, SWaM requirements, etc.). Provide guidance to FM shop foremen and Capital Planning and Construction staff in obtaining critical goods and services in a timely manner. Accountable for timely processing of invoices for both internal and external constituents, resolve vendor invoice issues that are not compliant with contracts, maintain Facilities Management procurement records, and analyze data from various systems to resolve procurement-related issues. Follow Commonwealth and university procurement guidelines, review and maintain procurement card records, and resolve discrepancies prior to submission. Analyze budget shortfalls related to procurement needs and make recommendations for obtaining funding. Analyze complex contracts, construction-related procurements, and billing issues to resolve problems and make decisions regarding vendor payment approvals. Perform effectively in a high-volume, fast-paced environment while managing multiple priorities and competing deadlines.
Requirements
- Knowledge and/or experience of automated accounting systems, budget processes, and generally accepted accounting principles/practices.
- General business management knowledge and procurement process experience, including understanding contracted services.
- Skilled in reconciling billings against agreed contracted services and resolving discrepancies.
- Ability to communicate both orally and in writing to multiple constituents.
Nice To Haves
- Experience with eVA and/or Banner and state procurement policies/practices.
- Experience in dispute resolution.
- Demonstrated computer skills to use production/work control software.
- Degree in accounting or business.
Responsibilities
- Serve as a Procurement Specialist for Facilities Management (FM) and as the primary point of contact for FM vendors and Accounts Payable.
- Purchase a wide variety of goods and services for more than 25 budgets.
- Provide procurement support for Capital Planning and Construction projects and activities.
- Identify appropriate procurement methods and ensure compliance with policies and deadlines.
- Provide guidance to FM shop foremen and Capital Planning and Construction staff in obtaining critical goods and services.
- Process invoices for internal and external constituents.
- Resolve vendor invoice issues that are not compliant with contracts.
- Maintain Facilities Management procurement records.
- Analyze data from various systems to resolve procurement-related issues.
- Follow Commonwealth and university procurement guidelines.
- Review and maintain procurement card records and resolve discrepancies.
- Analyze budget shortfalls related to procurement needs and make recommendations for obtaining funding.
- Analyze complex contracts, construction-related procurements, and billing issues to resolve problems and make decisions regarding vendor payment approvals.
- Perform effectively in a high-volume, fast-paced environment while managing multiple priorities and competing deadlines.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
