What are the responsibilities and job description for the Procurement Specialist position at Facility Services Management Inc.?
Job Summary
The Procurement Specialist is responsible for sourcing, negotiating, and purchasing goods and services required by the organization. This role ensures cost-effective procurement while maintaining quality standards, timely delivery, and compliance with company policies and contractual requirements. The Procurement Specialist is responsible for managing the organization's purchasing card program, ensuring compliance with company policies, financial controls, and applicable regulations. This role oversees card issuance, account maintenance, transaction monitoring, reconciliation, reporting, training, and auditing while serving as the primary point of contact for cardholders, approvers, and financial institutions. This role is responsible for administering and maintaining accurate reporting related to union employees, collective bargaining agreements (CBAs), payroll deductions, dues, seniority, benefits, and regulatory compliance.
Key Responsibilities
- Identify, evaluate, and select suppliers based on quality, cost, reliability, and service.
- Prepare and process purchase orders, contracts, and procurement documentation.
- Negotiate pricing, terms, and conditions with vendors to achieve cost savings.
- Monitor inventory levels where applicable and coordinate purchasing activities to prevent shortages or overstocking.
- Track purchase orders and ensure timely delivery of goods and services.
- Maintain accurate procurement records, supplier databases, and contract files.
- Evaluate supplier performance and resolve delivery, quality, or invoice discrepancies.
- Ensure compliance with company procurement policies, legal regulations, and ethical standards.
- Collaborate with finance, operations, and other departments to understand purchasing needs and budgets.
- Administer the organization's purchasing card (P-Card) program and maintain cardholder accounts.
- Investigate and resolve disputed transactions, billing issues, and cardholder inquiries.
- Reconcile purchasing card transactions and ensure timely submission of supporting documentation.
- Ability to interpret collective bargaining agreements and labor policies for reporting purposes.
- Union reporting and misc. deliverables.
Qualifications
- 7 years of experience in procurement, purchasing, or supply chain management.
- Knowledge of procurement processes and contract management.
- Proficiency in Microsoft Office and ERP/procurement systems (e.g., Sage, SAP, Oracle).
- 1-2 years Construction experience is a must.
- Experience working in a unionized environment is a must.
Required Skills
- Strong negotiation and communication skills.
- Excellent analytical and problem-solving abilities.
- Attention to detail and strong organizational skills.
- Ability to manage multiple priorities and meet deadlines.
- Knowledge of inventory management and purchasing best practices.
- Strong interpersonal skills and ability to build supplier relationships.
- High level of integrity and professionalism.
Travel Statement
None needed at this time.
Work Location
As a corporate support position, the work location is the office located in Clarksville, TN. Remote and/or flexible work arrangements are possible on an occasional basis if discussed with the manager in advance.
Merit and/or Other Compensation Increases
Annual consideration for merit-based increases takes place each December, and are awarded, if applicable, based upon employee’s performance as well as company performance. An increase awarded during the end-of-year review process will go into effect January 1st of the following year.
Disclaimer
All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.
Equal Opportunity Employer - This job description is subject to change by the employer as the needs of the employer and requirements of the job change