Facility Services Analyst

* 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 escalate 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.
* 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, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
* Service Excellence:
Knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.
* Strong knowledge of procurement systems (Coupa, Nextgen, or similar).
* Proficiency in Microsoft Office Suite and database management.
* Ability to manage multiple priorities in a fast-paced environment.
* Experience with CMMS systems preferred.
* Familiarity with supplier management, contract administration, and procurement compliance standards.
* Knowledge of…