Facility Services Analyst

Facility Services Analyst – Caterpillar Inc.

Your Work Shapes the World at Caterpillar Inc.

Manufacturing

The Facilities Services Analyst (Materials Specialist-Procurement) is responsible for managing procurement activities that support maintenance and facility operations, ensuring timely availability of materials and services to minimize downtime and optimize cost efficiency. This role combines hands‑on purchasing execution with strategic sourcing practices, supplier performance management, and compliance with corporate procurement standards.

• Source and secure competitive pricing and lead times for materials and services required for facility maintenance and engineering projects, leveraging multiple suppliers to ensure best value and delivery performance.
• Execute purchase orders (POs) for non‑stock materials and critical items, including emergency sourcing for unplanned equipment downtime outside normal operating hours.
• Utilize procurement systems (e.g., Coupa, Nextgen) to maintain accurate data entry for materials, suppliers, and transactions; ensure compliance with corporate purchasing policies.
• Prepare and distribute spend analysis and procurement reports to support budget tracking, cost control, and continuous improvement initiatives.
• Manage Pro‑Card transactions, reconcile receipts, and maintain documentation for audit compliance.
• Maintain organized records of orders, receipts, and invoices for required retention periods; update daily tracking spreadsheets for visibility and invoicing accuracy.
• Coordinate supplier contract administration, including new contract setup, funding adjustments, and updates to ownership and expiration details; maintain contract tracking tools.
• Receive and reconcile supplier invoices, resolve discrepancies, and follow up on past‑due items to ensure timely payment and accurate financial reporting.
• Update CMMS work order status for jobs awaiting materials or services; monitor and expedite overdue deliveries to minimize operational impact.
• Collaborate with shipping/receiving teams to locate incoming materials and manage returns or warranty claims with suppliers.
• Partner with corporate purchasing, logistics, and technical support teams to resolve procurement issues and expedite urgent orders.
• Support CMMS administration, including user access management, asset data entry, preventive maintenance menu updates, and asset lifecycle status changes.
• Monitor supplier performance metrics and elevate delivery or quality issues to appropriate stakeholders; participate in supplier reviews and improvement initiatives.
• Ensure compliance with corporate procurement policies, approved supplier lists, and audit requirements.
• Drive continuous improvement in procurement processes, identifying opportunities for cost savings, lead‑time reduction, and enhanced supplier collaboration.

Associate’s or Bachelor’s degree or equivalent experience desired.

• Accuracy and Attention to Detail:
  Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Collaborating:
  Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Effective Communications:
  Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Performance Management:
  Knowledge of successful performance management techniques; ability to apply organization’s performance management system, practices, and tools to developing and improving individual, team, and organizational performance.
• Planning and Organizing:
  Knowledge of the process of planning and arranging tasks and resources; ability to plan and organize both time and resources to get things completed while structuring and maintaining work in a systematic and highly methodical way.
• Problem Solving:
  Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational,…