Purchasing Agent

Talentify; Williamsburg (VA); In loco; USD 39.000 - 44.000; Tempo pieno

Descrizione del lavoro

Colonial Williamsburg Foundation in Williamsburg, VA, is seeking a procurement professional to manage purchasing card transactions, supplier onboarding, and overall procure-to-pay processes. This non-exempt role requires attention to detail and strong policy adherence to support financial controls across departments.

The position collaborates with Accounts Payable and Finance, conducts spend analyses, and ensures accurate documentation.

Competenze

• High school diploma or equivalent.
• 2–4 years in purchasing, procurement, accounts payable, or related field.
• Working knowledge of purchasing transactions and financial controls.
• Ability to handle confidential financial information.
• Strong organizational and communication skills.
• Ability to apply policies consistently with different stakeholders.

Mansioni

• Process purchase requisitions, orders, changes, cancellations, and closeouts.
• Review requests for completeness, supplier details, pricing, and documentation.
• Advise internal customers on purchasing methods and approved suppliers.
• Obtain competitive quotations and support sourcing events.
• Assist with supplier onboarding and maintenance and contract coordination.
• Resolve pricing discrepancies and supplier concerns with AP and Finance.
• Maintain procurement records, reports, and audit documentation.
• Administer purchasing card issuance, limits, and category assignments.
• Coordinate approvals and card-provider activity; manage account maintenance.
• Monitor card transactions for policy compliance and unusual activity.
• Follow up on missing documentation and reconcile transactions.
• Escalate suspected misuse or violations to leadership.
• Ensure segregation of duties and compliance with ethics and records-retention.
• Provide training and support to cardholders and internal customers.
• Perform procurement activities in ERP and reporting systems; support improvements.

Conoscenze

Attention to detail

Organizational skills

Time management

Written communication

Verbal communication

Policy interpretation

Financial controls

Formazione

Associate or bachelor’s degree in business/finance

Strumenti

Workday

Procurement-card platforms

Descrizione del lavoro

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on-site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over five million people visit Williamsburg and another 20 million engage with us digitally.

Key Responsibilities

• Process purchase requisitions, purchase orders, changes, cancellations, closeouts, and related 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.

This job description reflects the general responsibilities of the position and is not intended to be an exhaustive list. Duties and responsibilities may evolve over time based on operational needs.

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA). This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Required 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.

Preferred Qualifications

• Associate or bachelor’s degree in business, finance, accounting, supply chain, procurement, or a related field.
• Experience administering a corporate, nonprofit, or governmental purchasing card program.
• Experience with ERP systems such as Workday and with procurement-card banking platforms.
• Experience supporting competitive bidding, quotation processes, procurement compliance, or internal audit activities.
• AP, purchasing, procurement, or supply-chain certification.
• Familiarity with nonprofit or hospitality purchasing environments.

Physical and Environmental Demands

Physical Activity

Stand

Occasionally

Walk

Occasionally

Sit

Constantly

Use hands/fingers

Constantly

Climb or balance

Rarely

Stoop/kneel/crouch/crawl

Rarely

Reach with hands/arms

Occasionally

Talk or hear

Constantly

Lifting up to 10 lbs.

Occasionally

Lifting up to 25 lbs.

Rarely

Lifting up to 50 lbs. (with assistance)

N/A

Lifting up to 100 lbs. (with assistance)

N/A

More than 100 lbs. (with assistance)

N/A

Wet/humid conditions

N/A

Work near moving mechanical parts

N/A

Fumes/airborne particles

N/A

Extreme cold

N/A

Extreme heat

N/A

Risk of electrical shock

N/A

Driving requirement

N/A

Compensation Disclaimer:

The compensation listed below for this position represents the anticipated hiring range and is provided in accordance with Virginia pay transparency requirements. Actual compensation will be determined based on factors such as the selected candidate’s skills, qualifications, experience, education, certifications, internal equity, and the specific requirements of the role.

Range: $28.00 - $32.00/hour

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.