Purchasing Admin - Facilities Operations

Job Description - Purchasing Admin - Facilities Operations (28836)

Purchasing Admin - Facilities Operations 28836

The Facilities Maintenance department at West Virginia University is currently accepting applications for a FM Procurement Admin.

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:

• 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)
• 401(a) retirement savings with 6% 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 FAQs.
• Wellness programs

• 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.

Pay Grade: 13

Hours:

7a-3p

• 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…