Procurement Specialist: Purchasing Card Programs

Colonial-Williamsburg-Foundation; Williamsburg (VA); On-site; USD 39,000 - 44,000; Full time

Job summary

The Colonial Williamsburg Foundation in Williamsburg, VA, seeks a procurement professional to manage purchasing transactions, supplier communications, and card programs. This non-exempt role emphasizes compliance, accuracy, and financial controls across multiple departments.

The ideal candidate has a High School diploma and 2–4 years in purchasing or related fields, with strong detail orientation and communication skills. The role offers on-site work with competitive compensation and benefits.

Qualifications

• High school diploma or equivalent.
• Two to four years of experience in purchasing, procurement, accounts payable, financial administration, purchasing card administration, or a related field.
• Working knowledge of purchasing transactions and financial controls.
• Strong attention to detail and ability to identify discrepancies.
• Ability to handle confidential financial and employee information.
• Strong organizational, time-management, written, and verbal communication skills.
• Ability to interpret and consistently apply policies and procedures and work effectively with employees at all organizational levels.

Responsibilities

• Process purchasing transactions in accordance with policy and delegated authority.
• Review requests for completeness, approvals, supplier details, pricing, terms, delivery requirements, coding, and supporting documentation.
• Guide internal customers on the appropriate purchasing method, including purchasing cards, purchase orders, competitive quotations, contracts, and approved suppliers.
• Obtain and document competitive quotations; support sourcing events, quote comparisons, bid records, and supplier communications.
• Support supplier onboarding and maintenance and coordinate with Procurement on supplier selection, contracts, sourcing requirements, and exceptions.
• Research and resolve pricing discrepancies, invoice issues, purchase-order questions, disputed charges, and supplier concerns with Accounts Payable, Finance, and internal departments.
• Maintain accurate procurement and purchasing card records, reports, and audit documentation; support spend analysis, transaction reviews, and process improvement.
• Administer purchasing card issuance, replacement, cancellation, cardholder changes, spending limits, department assignments, cost centers, and authorized purchasing categories.
• Coordinate required approvals and card-provider activity, including account maintenance and disputed transactions, and promptly cancel cards when authority is no longer needed.
• Monitor purchasing card transactions for business purpose, receipts, documentation, limits, merchant restrictions, coding, duplicates, split transactions, personal purchases, unusual activity, and other policy exceptions.
• Follow up on missing documentation and unreconciled transactions; support timely reconciliation and prepare exception reports for Procurement and Finance leadership.
• Escalate suspected misuse, fraud, conflicts of interest, unauthorized purchases, control weaknesses, or significant policy violations to appropriate leadership.
• Maintain segregation of duties and comply with procurement, finance, ethics, confidentiality, and records-retention requirements.
• Provide training and responsive support to cardholders and internal customers while consistently applying procurement standards and financial controls.
• Perform procurement and purchasing card activities in the organization’s ERP, banking, and reporting systems; support testing, automation, and control improvements.

Skills

Attention to detail

Communication skills

Organizational skills

Discretion

Policy interpretation

Education

High school diploma

Associate or bachelor’s degree in business, finance, accounting, or related field

Tools

Workday ERP

Procurement-card platforms

Job description

The Colonial Williamsburg Foundation in Williamsburg, VA, seeks a procurement professional to manage purchasing transactions, supplier communications, and card programs. This non-exempt role emphasizes compliance, accuracy, and financial controls across multiple departments.

The ideal candidate has a High School diploma and 2–4 years in purchasing or related fields, with strong detail orientation and communication skills. The role offers on-site work with competitive compensation and benefits.