Purchasing and Receiving Specialist

Purchasing and Receiving Specialist

This role combines procurement (buying) and logistics (receiving/inventory) duties. It bridges the gap between purchasing and inventory management. The Purchasing and Receiving Specialist manages the supply chain from end to end – sourcing vendors, negotiating pricing, and creating purchase orders. Once goods arrive, they inspect, verify, and reconcile physical shipments with invoices to prevent discrepancies. Duties and responsibilities are performed in accordance with Virginia Public Procurement Act (VPPA), State and university Policies, and procedures for the Facilities Operations organization.

Duties Include:

• Processes the procurement of a wide variety of supplies, materials, and equipment including plumbing, HVAC/R, electrical, carpentry, building materials, housekeeping, turf management, and security hardware.
• POC for Fastenal, Cintas, Spotless Window Cleaning, Conscientious Carpet, and others. Coordinates equipment rentals, appliance repairs, automatic door (ADA) repairs, and campus signage repairs.
• Resolves complaints or issues with materials or services received in accordance with applicable rules, laws, and regulations in a timely manner.
• Performing operator maintenance and safety checks on equipment and reporting any deficiencies.
• Unloading and receiving daily shipments, inspecting materials, and preparing return shipments.

Required Qualifications:

• High School graduate or equivalent.
• Valid Driver's license and two years of driving experience.
• Analytical mindset – High attention to detail for validating invoices, auditing shipments, and catching pricing variances.
• Soft skills – Excellent verbal and written communication for negotiating with vendors and resolving shipping issues.
• Ability to organize and prioritize work and handle multiple assignments and timelines independently
• Working knowledge of Microsoft Office Suite Products (Word, Outlook, etc.)
• Ability to lift, push, or pull materials up to 50 pounds, and sometimes operate a forklift.

Preferred Qualifications:

• Associate or bachelor's degree in business or related field.
• Strong command of Microsoft Excel and experience with supply chain software (like ERP or WMS systems).
• Experience working in higher education.
• Virginia Contracting Associate (VCA) Certification would be a plus.
• Knowledge and experience with BuyWM or similar procurement software.
• Knowledge and experience with FAMIS or similar work management software.

Conditions of Employment:

• This position has been designated as essential to the operation of the department, will require reporting to work when the University is officially closed and is subject to overtime.
• This is a non-exempt position, eligible to work overtime in accordance with the Fair Labor Standards Act.
• This position may be subject to overtime during peak times as directed and approved by the supervisor.
• Required to maintain forklift certification (training and certification provided by the university.)

Duties:

50% - Purchasing

• Processes the procurement of supplies, materials, and equipment for Facilities Operations, including plumbing, HVAC/R, electrical, carpentry, building materials, housekeeping, turf management, and security hardware.
• Orders supplies, goods, and services, negotiates with vendors, solicits quotes, and prepares purchase orders (POs).
• Coordinates equipment rentals, appliance repairs, automatic door (ADA) repairs, etc., and campus signage repairs.

20% - Receiving

• Accepts and uploads deliveries, inspect shipments for damage or quantity shortages, and returns defective or incorrect materials.
• Resolves complaints or issues with materials or services received in accordance with applicable rules, laws, and regulations in a timely manner.

10% - Documentation

• Matches invoices to packing slips, coding documents, and updating computer systems (ERP/MRP).
• Reconciles discrepancies in pricing, part numbers, or quantities between vendors, warehouse staff, and Fiscal Operations.

10% - Inventory Control

• Maintains various inventory (equipment, vehicles, uniforms, supplies, etc.) records.
• Monitors stock levels and ensuring proper storage/rotation.
• Oversees the Vehicle Management and Uniforms programs for Building Services.

5% - Contractors

• Serves as the liaison for the warehouse operator, and various vendors, suppliers, and manufacturers doing business with Facilities Operations.

5% - Compliance

• Ensures all purchases follow university or government policies, such as the Virginia Public Procurement Act (VPPA).
• Performs other duties as assigned to support Facilities Operations, departmental needs, and university priorities.

Hiring Range: $35,000 - $50,000 commensurate with experience.