Procurement Specialist (Procurement)

HES Facilities•Knoxville, TN

1d•Onsite

About The Position

HES provides custodial, facilities maintenance and grounds services to K-12 school districts, higher education institutions and select Commercial customers across six national regions. This role supports Operations in those regions and reports to the Procurement Lead. It is one of five roles on the procurement team and also backs up start-up ordering during the June to September onboarding peak. The Procurement Specialist owns HES's subcontractor and trades sourcing, from vetting and onboarding new subcontractors to maintaining the preferred vendor list (PVL) and resolving vendor issues for trades and subcontract work.

Requirements

Three or more years in procurement, subcontract management or vendor management; a bachelor's degree or equivalent experience.
Experience running RFPs, comparing bids and negotiating pricing and terms.
Working knowledge of insurance requirements (COIs) and subcontract agreements.
Strong organization and follow-through on document collection and approvals.
Clear written and verbal communication with field operations, legal and finance teams.

Nice To Haves

Background in facilities services, janitorial, grounds or construction trades.
Experience with K-12 or higher education customers.
Experience with Coupa or a comparable procurement system, and with an ERP such as Winteam.
Familiarity with vendor compliance requirements for work on school campuses.

Responsibilities

Review each Operations request for a new subcontractor and check whether an existing vendor already covers that area and service; recommend the existing vendor when one does.
Escalate requests with no existing vendor to the Procurement Lead for approval to proceed.
Collect vendor documentation and coordinate with Legal on certificate of insurance (COI) coverage and subcontract agreement terms.
Forward the completed vendor package to the Procurement Lead for final approval, then support vendor setup in Coupa and Winteam with Accounts Payable and the Coupa Admin.
Maintain the PVL for trades and subcontract services and run RFPs for those categories.
Resolve vendor issues for trades and subcontractors escalated by sites, keeping the Procurement Lead informed.
Review vendor price changes and prepare them for Procurement Lead approval.
Provide input on new vendor approvals and on item requests that need a trades or subcontract vendor.
Cross-trained on start-up orders and helps cover peak onboarding periods (June through September).
Liaison with legal department to keep subcontractor records, agreements and COIs current.