Procurement Specialist

The Procurement Specialist is responsible for managing vendor relationships, sourcing products and services, and ensuring smooth procurement operations across multiple communities. This role involves coordinating with internal teams, negotiating contracts, resolving invoice issues, and maintaining compliance with company standards. The ideal candidate will have strong technical skills, excellent communication abilities, and a proactive approach to problem-solving.

Position: Monday - Friday, 8 am - 5 pm, This position is an on-site role in Charlottesville, VA

Key Responsibilities

Vendor Management

• Set up new vendors and request required documentation (COI, W-9).
• Conduct annual vendor reviews and manage conflict resolution.
• Build partnerships and maintain positive vendor relations.
• Attend industry events (Premier/Innovatix, US Foods) to identify new vendors and products.
• Negotiate pricing conjunction with quality and cost as markets fluctuate.
  
  
  

Product & Service Procurement

• Recommend new products for inclusion in order guides and vendor platforms.
• Submit product or vendor issues to Group Purchasing Organizations or non-GPO organizations.
• Request warranty information and assist with manufacturer claims.
• Oversee equipment purchases, quotes, and warranty processes.
  
  
  

Contract & Agreement Management

• Prepare and manage service contracts in Yardi, ensuring timely renewals.
• Collaborate with regional teams to obtain agreements by category.
• Implement new processes for vendor scope of work and contract packet approvals.
• Contract compliance from vendor partners and within the organization.
  
  
  

Accounting & Administrative Support

• Resolve invoice discrepancies and credit holds.
• Manage Amazon accounts and outstanding balances.
  
  
  

System Integration & Reporting

• Integrate vendor systems with Yardi and monitor Procure to Pay service contracts.
• Responsible for all contracts in Yardi and management for continual renewals.
  
  
  

Qualifications

• Bachelor of Business Administration is preferred; however, adequate experience will suffice.
• Proficiency in Microsoft 365 (Excel, Outlook, PowerPoint, Teams, SharePoint).
• Experience with Yardi systems and vendor integrations.
• Adobe Acrobat for PDF editing and creation.
• Ability to communicate professionally with vendors and internal teams.
• Comfortable with public speaking and presentations.
  
  
  

Preferred Experience

• Background in procurement, vendor management, and contract administration.
• Knowledge of GPO’s (Group Purchasing Organizations) focusing on medical, food, supply services, and related procurement processes is a plus.
  
  
  

Culture Ambassador - Models the core values of the company:

• We Care About People
• We Do the Right Thing
• We are Passionate, Have Fun, and Celebrate Success
• We Speak Up! It’s Our Responsibility
• We Take Ownership and Add Value
• We are Respectful
  
  
  

Ensures all personnel exemplify the core values of the company at all times.

Create and drive the sales culture.

We are not accepting third-party agencies. Unsolicited resumes will not be reviewed or acknowledged.