Procurement Specialist

Florida Polytechnic University; Lakeland (FL); On-site; USD 52,000 - 82,000; Full time

Job summary

Florida Polytechnic University is seeking a Procurement Specialist to serve as the primary contact for the campus's day-to-day procurement activities, reviewing requisitions, issuing purchase orders, and ensuring compliance with policies and regulations.

The role supports supplier onboarding, procurement guidance, and continuous improvement of processes, working with the Director and Assistant Director of Procurement to optimize service delivery.

Responsibilities

• Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures.
• Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system.
• Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority.
• Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities.
• Coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions.
• Monitor assigned procurement requests from intake through purchase order issuance to ensure timely processing.
• Coordinate with suppliers regarding purchase orders, delivery schedules, order status, and routine purchasing matters.
• Maintain complete and accurate procurement records in accordance with University record retention requirements.
• Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers.
• Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation.
• Coordinate supplier onboarding requests and supplier profile updates.
• Assist suppliers with onboarding requirements and procurement-related inquiries.
• Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices.
• Coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues.
• Refer Purchasing Card and travel-related questions to the Travel & Purchasing Card Specialist, as appropriate.

Job description

Job Title:

Procurement Specialist

JOB DESCRIPTION SUMMARY

This position serves as the primary point of contact for the University's day-to-day procurement activities, providing purchasing support, procurement guidance, and exceptional customer service to the campus community. This position is responsible for reviewing and processing purchase requisitions; issuing purchase orders and change orders; supporting supplier onboarding and maintenance; and assisting departments with procurement methods, sourcing requirements, and purchasing procedures. Working collaboratively with the Director and Assistant Director of Procurement, the Procurement Specialist helps ensure that procurement activities comply with university policies, Board of Governors regulations, State of Florida statutes, and other applicable requirements, while supporting the continuous improvement of procurement operations and service delivery.

JOB DESCRIPTION

RESPONSIBILITIES:

• Review, process, and monitor purchase requisitions for completeness, accuracy, and compliance with University policies and procedures.

• Create and issue purchase orders, purchase order amendments, and change orders within the University's ERP system.

• Review procurement requests to ensure the appropriate procurement method is utilized based on applicable laws, regulations, policies, and delegated purchasing authority.

• Obtain quotations for informal procurements and assist departments with low-dollar sourcing activities.

• Coordinate with departments to resolve requisition deficiencies, funding issues, missing documentation, and purchasing questions.

• Monitor assigned procurement requests from intake through purchase order issuance to ensure timely processing.

• Coordinate with suppliers regarding purchase orders, delivery schedules, order status, and routine purchasing matters.

• Maintain complete and accurate procurement records in accordance with University record retention requirements.

CUSTOMER SERVICE & SUPPLIER SUPPORT (30%)

• Serve as a primary point of contact for procurement-related questions from faculty, staff, and suppliers.

• Provide guidance regarding procurement procedures, purchasing methods, procurement timelines, and required documentation.

• Coordinate supplier onboarding requests and supplier profile updates.

• Assist suppliers with onboarding requirements and procurement-related inquiries.

• Build collaborative relationships with campus departments to promote efficient and compliant purchasing practices.

• Coordinate with Accounts Payable, Budget, and other administrative offices to resolve purchasing-related issues.

• Refer Purchasing Card and travel-related questions to the Travel & Purchasing Card Specialist, as appropriate.

PROCUREMENT COMPLIANCE & CONTINUOUS IMPROVEMENT (15%)

• Review procurement transactions for compliance with University policies, Board of Governors regulations, Florida Statutes, and other applicable requirements.

• Identify incomplete or non-compliant procurement requests and assist departments in resolving issues prior to processing.

• Support internal and external audits by maintaining procurement documentation and responding to information requests.

• Assist with procurement reporting, operational metrics, and data analysis.

• Recommend improvements to procurement processes, forms, workflows, and customer service practices.

• Assist with development and maintenance of procurement procedures, templates, and standard operating procedures.

SYSTEMS, TRAINING & DEPARTMENT SUPPORT (10%)

• Utilize Workday and other procurement systems to process purchasing transactions and maintain procurement records.

• Assist with testing, implementation, and enhancement of procurement-related systems and workflows.

• Support the Director and Assistant Director with development of procurement training materials, job aids, and campus resources.

• Provide one-on-one guidance to