Facilities Procurement Specialist

Position Overview

The Facilities Procurement Specialist supports the Facilities Director by preparing and managing contract specifications, renewals, and cancellations. The role ensures vendor compliance, processes invoices through eVa, prepares bank reconciliations, and assists with project and event coordination on campus.

• Develop, maintain, and update contract specifications and renewal/cancellation documents for facilities vendors.
• Verify that contracted vendors perform tasks per contract specifications and charge appropriate rates.
• Process vendor invoices according to procurement guidelines, ensuring accurate entry and timely payment in eVa.
• Prepare monthly Bank of America reconciliations for submission.
• Plan, coordinate, and oversee campus projects and events as assigned.
• Use spreadsheets and reports to support facilities operations and maintain relevant databases.
• Maintain and update MR‑FIX, Cova Trax, FICAS, and other software programs and records used by Facilities.
• Provide backup support to the Facilities office, including answering phones, greeting visitors, scheduling events, and managing fleet information via Ad Astra.
• Assist with creating and processing work orders when needed.
• Support emergency response operations as required by state and agency policy.

• High‑school graduate or equivalent with current Virginia Procurement Institute certification.
• Knowledge of procurement and contract law, the Virginia Procurement Act, statewide and internal procurement policies, and small purchase card procedures.
• Valid Virginia driver’s license.
• Understanding of building trades and operations.
• Proficiency in data‑based computer reporting, spreadsheets, and record keeping.
• Knowledge of the Americans with Disabilities Act guidelines and the interactive process.
• Experience with Microsoft Office, FICAS, eVa, School Dude, Ad Astra, F1A utility reporting spreadsheets, CMMS, Access Control Management, Key Management Software (Keystone), and AIS Asset Management for physical inventory, surplus deletion, and disposal.
• Strong event‑planning, coordination, and organizational skills.

Operation of a state vehicle:
Yes
Supervises employees:
No

Travel required:

Minimal

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity, or other non‑merit factors.

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA) to provide reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

VCCS uses E‑Verify to check employee eligibility to work in the United States. You will be required to complete an I‑9 form and provide documentation of your identity for employment purposes.