Procurement Specialist

HES Facilities; Knoxville (TN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Life Insurance

Dental Insurance

Vision Insurance

Paid Vacation

Paid Sick Days

Paid Holidays

401K/403b Plan

Job summary

HES Facilities Management seeks a Procurement Specialist to manage subcontractor onboarding, PVL maintenance, and vendor relations. You will oversee COIs, subcontract agreements and ensure compliant setup in Coupa and Winteam, while supporting peak onboarding periods.

The role requires experience in procurement, vendor management and RFP processes, with strong organizational and cross-functional communication skills across field ops, legal and finance.

Qualifications

• Three or more years in procurement, subcontract management or vendor management
• Experience running RFPs, comparing bids and negotiating pricing and terms
• Working knowledge of insurance requirements (COIs) and subcontract agreements
• Strong organization and follow-through on document collection and approvals
• Clear written and verbal communication with field operations, legal and finance teams

Responsibilities

• Onboard new subcontractors and check coverages; coordinate COI and agreements
• Maintain PVL and run RFPs for trades/subcontract services
• Resolve vendor issues and coordinate price changes for approvals
• Support start-up orders during peak onboarding (June–Sept)
• Liaise with legal to keep subcontractor records, agreements and COIs current

Skills

Procurement

Subcontract management

Vendor management

RFPs

Negotiation

COIs

Cross-functional communication

Education

Bachelor's degree

Associate's degree

High School Diploma

Tools

Coupa

Winteam

ERP system

Job description

Job Skills / Requirements

Job Description: Procurement Specialist

Position summary

HES provides custodial, facilities maintenance and grounds services to K-12 school districts, higher education institutions and select Commercial customers across six national regions. This role supports Operations in those regions and reports to the Procurement Lead. It is one of five roles on the procurement team and also backs up start-up ordering during the June to September onboarding peak.

The Procurement Specialist owns HES's subcontractor and trades sourcing, from vetting and onboarding new subcontractors to maintaining the preferred vendor list (PVL) and resolving vendor issues for trades and subcontract work.

Key responsibilities

Subcontractor onboarding

• Review each Operations request for a new subcontractor and check whether an existing vendor already covers that area and service; recommend the existing vendor when one does.
• Escalate requests with no existing vendor to the Procurement Lead for approval to proceed.
• Collect vendor documentation and coordinate with Legal on certificate of insurance (COI) coverage and subcontract agreement terms.
• Forward the completed vendor package to the Procurement Lead for final approval, then support vendor setup in Coupa and Winteam with Accounts Payable and the Coupa Admin.

Sourcing and vendor management

• Maintain the PVL for trades and subcontract services and run RFPs for those categories.
• Resolve vendor issues for trades and subcontractors escalated by sites, keeping the Procurement Lead informed.
• Review vendor price changes and prepare them for Procurement Lead approval.
• Provide input on new vendor approvals and on item requests that need a trades or subcontract vendor.

Team support

• Cross-trained on start-up orders and helps cover peak onboarding periods (June through September).
• Liaison with legal department to keep subcontractor records, agreements and COIs current.

#Integrity20261

Qualifications

Required

• Three or more years in procurement, subcontract management or vendor management; a bachelor's degree or equivalent experience.
• Experience running RFPs, comparing bids and negotiating pricing and terms.
• Working knowledge of insurance requirements (COIs) and subcontract agreements.
• Strong organization and follow-through on document collection and approvals.
• Clear written and verbal communication with field operations, legal and finance teams.

Preferred

• Background in facilities services, janitorial, grounds or construction trades.
• Experience with K-12 or higher education customers.
• Experience with Coupa or a comparable procurement system, and with an ERP such as Winteam.
• Familiarity with vendor compliance requirements for work on school campuses.

Working conditions

• Office-based with occasional travel to regions or customer sites; the exact travel expectation is to be confirmed.
• Workload peaks from June through September, when new customers onboard on June 1, July 1, August 1 and September 1.
• Fiscal year runs July through June.

Education Requirements (All)

• High School Diploma or Equivalent
• Bachelor's Degree
• Associate's Degree

Additional Information / Benefits

HES Facilities Management is an equal opportunity employer. HES Facilities Management does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service or any other characteristic protected by law.

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, 401K/403b Plan

This job reports to the Procurement Lead

This is a Full-Time position1st Shift, 2nd Shift, Weekends.

Relocation is not provided and travel is required occasionally