Procurement & Facilities Manager

Summary:

The Procurement and Facilities Manager is responsible for agency procurement and requisition functions in the acquisition of goods and services and overall management of the agency’s facilities.

Essential duties and responsibilities include the following:

• Responsible for periodic reviews and proposed changes to the Internal Purchasing Procedures.
• Establish and maintain procedures and policies for the procurement of all goods and services. 
• Performs cost analysis for the procurement of  items, and analyzes vendor performance.  
• Maintain product and services information, supply information, and acquisition records.
• Makes recommendations and provides technical guidance and training concerning products and services available from various vendors. Coordinates with Agency staff, if required, the selection of products for purchase by testing, observing, or comparing items, values, and prior performance.
• Process purchase requests, prepares contracts, writes and/or reviews technical specifications for the purchase of equipment, supplies, materials, and services, insuring the items or services are purchased in accordance with the agency Purchasing Procedures and within the Agency’s established budget.
• Ensure compliance in the competitive contracting process with agency Purchasing Procedures. Advises Agency personnel on purchasing conformance and monitors policies for the administration of multiple state contracts.
•  Utilize the Office of Management and Enterprise Services (OMES) Statewide contracts for acquisitions as necessary.
• Responsible for researching and drafting resolutions to the Board of Trustees for acquisitions as required for any changes in the Internal Purchasing Procedures.
• Responsible for the administration of procurement-related accounting activities within the Agency’s accounting software, including but not limited to purchase orders, account coding, PCARD transactions, and related reviews.
• Responsible for the secure storage area for Agency assets. This includes the facilitation of asset movements to and from the storage area, the application of asset tags to new assets when required, confirmation of the completion of the Asset Control form, and communications with the Bond accountant.

Management of the Agency’s facilities and campus:

• Responsible for the overall maintenance and repair of all company facilities, including HVAC, electrical, plumbing, and structural systems. This includes scheduling setup and performance of routine maintenance functions (HVAC system checks and filter changes, plumbing inspections, landscaping, lubricating machinery, exterior maintenance structural checks and cleaning, confirmation doors, locks, and elevator operations are functioning correctly, etc.).
• Manage vendor relationships and contracts for outsourced maintenance services, seeking bids and developing RFP’s as necessary while following the Agency Procurement Procedures and budget constraints.  
• Manage contract custodial services, ensuring facilities are clean, safe, and compliant with all relevant regulations and standards.
• Manage building security ensuring facilities are being monitored and are secure, including managing all after-hours building access and alarms.
• Manage the Agency landscaping and grounds needs (including landscaping contracts) and the repair and maintenance of parking lots and facilities.
• Responsible for staff and building security (internally and externally), including appropriate building/floor/room access, oversight of cameras, and controls. Includes the ID security card system, the camera security system, outdoor lighting system, and door access system.
• Coordinate with other Agency departments in the review and update of organization wide emergency response protocols and drills.

Qualifications:  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Requires a bachelor’s degree from a four-year university (preferred fields include Business Administration, Accounting, Facilities Management, Public Administration, or a related field); a minimum of five years of progressively responsible experience in procurement, facilities management, or a combination of both; and at least three years of supervisory or team lead experience, preferably overseeing procurement, maintenance, or facilities staff.
• Certified by the State of Oklahoma as a Procurement Officer (CPO) or willing to pass CPO certification testing within the first 6 months of employment.