Real Estate Specialist, Facilities R&M

The Specialist reviews and validates purchase order requests for facility repair and maintenance services within an assigned region, ensuring requests are accurate, properly classified, adequately funded, and compliant with procurement requirements. This role evaluates supplier quotes, scopes of work, pricing, and supporting documentation, identifies discrepancies, determines the appropriate procurement path, and escalates requests requiring Contracting or management review. The Specialist serves as a key control point in the procurement process while providing responsive support to field stakeholders and ensuring consistent, accurate request processing.

Responsibilities

• Review purchase order requests for facility repair and maintenance services to ensure accuracy, completeness, compliance, and proper trade classification.
• Manage procurement support activities for an assigned region, validating supplier quotes, scopes of work, pricing, funding, and supporting documentation.
• Determine the appropriate procurement path and route requests requiring Contracting involvement.
• Apply procurement policies, procedures, and controls while identifying and resolving funding, classification, scope, compliance, and data quality issues.
• Exercise sound judgment to resolve issues, address unique situations, and escalate matters as needed.
• Communicate professionally with stakeholders to obtain information, explain requirements, provide guidance, and resolve issues.
• Maintain accurate classifications, coding, documentation, and data integrity within procurement and asset management systems.
• Organize, prioritize, and track multiple requests to meet service-level expectations and changing business needs.
• Identify recurring issues and recommend improvements to request quality, process efficiency, and data accuracy.
• Support team objectives by adapting to new processes, technologies, and organizational requirements.
• Perform other related procurement and administrative duties as assigned.

Requirements

• Bachelor's degree in Business, Supply Chain Management, Procurement, Finance, Facilities Management, or a related field; or an equivalent combination of education and experience.
• Experience in procurement, purchasing, facilities operations, asset management, or a related field, including review of purchase orders, supplier quotes, and scopes of work.
• Experience reviewing supplier pricing, budgets, funding requirements, or related financial information preferred.
• Experience supporting facility repair and maintenance services, vendor management processes, or related trades preferred.
• Experience with procurement or asset management systems; Maximo, Coupa, or similar platforms preferred.
• Intermediate to advanced Excel skills, including pivot tables, lookup functions, data analysis, reconciliation, and trend identification.
• Experience using Power BI dashboards and reports to analyze operational and financial performance data.
• Demonstrated ability to support stakeholders through effective communication, customer service, and cross-functional collaboration.
• Knowledge of procurement and purchase order processes, with the ability to interpret and apply policies, procedures, and controls.
• Understanding of facility repair and maintenance trades and the ability to assign appropriate service classifications.
• Ability to evaluate supplier quotes, scopes of work, pricing, funding, and procurement documentation for accuracy and completeness.
• Strong analytical, problem-solving, and decision-making skills, including the ability to identify discrepancies, risks, and appropriate resolutions.
• Ability to work independently while recognizing when escalation or Contracting involvement is required.
• Strong attention to detail and accuracy when reviewing financial and procurement-related documentation.
• Excellent written and verbal communication skills, with the ability to provide guidance, resolve issues diplomatically, and build effective working relationships.
• Strong organizational skills with the ability to manage multiple priorities, track outstanding items, and ensure timely follow-up.
• Proficiency with Microsoft Outlook and other productivity tools used to organize work and manage priorities.
• Ability to maintain accuracy and meet deadlines while working within established processes and controls.
• Proficiency with procurement, asset management, Microsoft Office, and related business systems.
• Demonstrated willingness to learn new technologies, systems, and business processes while contributing to continuous improvement.

Skills

• Procurement Procedures
• Purchase Order Review
• Supplier Quote Evaluation
• Facilities Management
• Asset Management
• Vendor Management
• Facility Repair and Maintenance
• Maximo
• Coupa
• Excel
• Pivot Tables
• Lookup Functions
• Data Analysis
• Power BI
• Financial Analysis
• Customer Service
• Cross-Functional Collaboration
• Procurement Policy Interpretation
• Service Classification
• Problem Solving
• Decision Making
• Microsoft Outlook
• Microsoft Office Suite
• Business Management Systems
• Continual Improvement

Languages

English