Facilities and Procurement Manager

POSITION DESCRIPTION Position:
Facilities and Procurement Manager Supervisor:
Chief Financial Officer

Location:

Bud Clark Commons (665 NW Hoyt St Portland, OR)

Hours:

Monday-Friday; some weekend and evening work required

Starting Salary: $72,800- $83,200 DOE Classification:
Exempt, Unrepresented, Full-Time, Benefits Eligible GENERAL RESPONSIBILITIES The Facilities and Procurement Manager provides strategic oversight of organization-wide procurement, facilities operations, asset and inventory management, warehouse operations, vendor relationships, and capital improvement projects. The Manager develops competitive procurement processes; sources and negotiates contracts for goods, services, maintenance, repairs, and capital projects; and oversees vendors, contractors, and service providers.

This position ensures Transition Projects maximizes its purchasing power, maintains safe and efficient facilities, protects organizational assets, and complies with applicable policies and regulations. The Manager also maintains facility, asset, and inventory systems and collaborates with program leadership to ensure facilities, equipment, supplies, and other resources support service delivery throughout the agency.

SPECIFIC RESPONSIBILITIES Procurement & Contract Management:

Develop and implement innovative, cost-effective procurement strategies.

Source, evaluate, and engage reliable suppliers, vendors, and service providers.

Negotiate, administer, and manage vendor contracts, leases, maintenance agreements, service-level agreements, and renewals to ensure continued value and compliance.

Develop and administer formal bid processes, including Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Requests for Information (RFIs), for facility-related projects, services, and organizational purchases; evaluate responses and make recommendations for vendor and contractor selection.

Perform risk assessments on proposed contracts, agreements, and major purchases.

Build and maintain long-term relationships with vendors, contractors, suppliers, and landlords, and monitor vendor performance and contract compliance.

Achieve measurable cost savings while maintaining quality and service standards.

Maintain procurement records and documentation in compliance with organizational policies.

Review invoices for contracted goods and services and coordinate approval and payment with the appropriate departments.

Prepare quarterly procurement reports for the executive team.

Facilities Management & Capital Projects:

Coordinate and oversee facility maintenance, repairs, renovations, and capital improvement projects across all agency properties.

Manage facility-related contracts and service providers, including janitorial, landscaping, HVAC, plumbing, electrical, fire and life safety, security, elevator, and other building systems vendors.

Develop scopes of work and bid packages for facility improvement projects.

Serve as the primary liaison between the agency, contractors, vendors, landlords, and facility service providers, and monitor work for quality, compliance, safety, budget adherence, and timely completion.

Coordinate facility inspections and preventive and corrective maintenance activities, and maintain related documentation, including warranties, permits, service records, schedules, and project files.

Identify facility improvements that enhance efficiency, safety, accessibility, sustainability, and operational effectiveness.

Support emergency response and business continuity efforts related to agency facilities.

Asset Management:

Develop and maintain a comprehensive asset management program, including inventories, replacement schedules, and lifecycle management plans for agency-owned equipment, furniture, technology, vehicles, and…