Purchasing Admin - Facilities Operations

West Virginia University

19h

About The Position

The Facilities Maintenance department at West Virginia University is currently accepting applications for a FM Procurement Admin.
About the Opportunity:
Carry out comprehensive administrative, purchasing, and material management functions for Facilities Management. These include procuring and purchasing products for 600+ diverse university customers. This position also provides critical administrative support, such as accurate time entry for completed work orders, processing and tracking purchase orders and vendor coordination. By handling these responsibilities, the position enables managers to focus more on field supervision, staff training, and strategic planning, thereby improving efficiency, safety, and service delivery across Facilities Management.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
37.5-hour work week
13 paid holidays (staff holiday calendar)
15 annual leave (vacation) days per year or more based on years of service (employee leave)
18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
Wellness programs

Requirements

• Associate degree
• A minimum of two (2) years in Purchasing, Inventory Management and Work Orders
• A minimum of one (1) year in Administrative Functions
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment
• Strong knowledge of FM systems, purchase order workflows, vendor management practices, and supply chain coordination.
• General understanding of complex bookkeeping and recording needs.
• General knowledge of building trades.
• Ability to work effectively with cross-functional teams.
• Knowledge of inventory control systems and ERP systems.
• Ability to bend, stoop, lift, and carry items up to 100 pounds.
• Ability to recognize, and itemize numerical data accurately,
• Ability to follow OSHA guidelines and associated codes.
• Ability to reconcile purchase documentation accurately and maintain compliance with policies.

Responsibilities

• Place orders for Facilities Management through, primarily the warehouse, then preferred suppliers.
• Create special orders outside of preferred suppliers when needed.
• Prepare, process, and track purchase orders to ensure timely ordering, accurate recordkeeping, and compliance with procurement policies
• Audit invoices for correct pricing, materials, back orders, or services, and ensure shipping/handling charges are linked to the appropriate work order and accounts
• Coordinate with receiving to communicate product arrivals
• Provide status updates to managers, supervisors, and staff regarding material deliveries
• Support vendor coordination by maintaining regular communication, monitoring delivery schedules, and resolving order issues such as damaged goods or back orders.
• Assist in the resolution of purchasing and quality issues with vendors while maintaining necessary records.
• Follow internal procedures to ensure compliance with state and university purchasing requirements
• Use university-issued P-Card for purchasing, including reconciling receipts in accordance with defined timelines.
• Schedule returns for incorrect or damaged goods, including hazardous waste material.
• Assess purchase requests to determine the appropriate supplier.
• Identify spending patterns that require procurement involvement.
• Consult with WVU Procurement to develop new supply sources when needed.
• Determine appropriate vendors based on price, availability, and shipping/handling costs.
• Initiate the setup of new suppliers and manage supplier information as required
• Maintain strong supplier relationships to ensure service quality and accurate information.
• Gather KPI reports for shop managers.
• Assist with accurate time entry for completed work orders to ensure proper cost tracking, reporting, and allocation. Handle routine administrative duties such as printing orders, logging completed work, and preparing documentation.
• Provide administrative support that allows managers to spend more time in the field supervising, training, and assisting crews, improving efficiency and safety.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree