Facility and Purchasing Specialist

ESSENTIAL FUNCTIONS 

The Facility and Purchasing Specialist is responsible for maintaining checklists and working with building management vendors, and managing vendor’s reports to ensure all requirements of the LEED EB program are met. S/he will also contract and work with the LEED EB consultant to ensure applications for re-certification are made accurately and on time. S/he will coordinate all tasks with the landscape vendor and building management vendors to manage the Native Plant Garden and coordinate volunteer workdays in the Spring and Fall, coordinate and possibly participate in working and weeding the garden with volunteers one to two hours per week, update brochures, and manage the office compost program. The Specialist will also track Conservancy staff in the Worldwide office on a Business Unit basis, analyze data, and report on the data and any trends. The specialist will maintain the Conservancy’s compliance with the Arlington County Transportation Demand Management Plan. S/he will manage and negotiate centralized purchasing contracts, as assigned, using RFPs and quotes as determined by standard operating procedures and research other products as needed. S/he will manage the Travel program, including negotiating local hotel and national car rental agreements, and managing airline rewards with TNC’s travel vendor. They will pay invoices, maintain reports, update the intranet sites, track, and report on key data related to the scope and priorities of the functional activity. They will complete activities with multiple variables, setting realistic deadlines and managing the timeline. They will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices to improve effectiveness. They will create program materials and perform analysis and research related to program activities. They will coordinate with stakeholders for program success and may serve as the lead liaison with partners or vendors. The Facility and Purchasing Specialist will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will keep up-to-date on market trends and best practices to improve services.

RESPONSIBILITIES AND SCOPE 

•Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems;
•Demonstrate sensitivity in handling confidential information;
•Does not supervise any staff but may manage work of peers on departmental project teams;
•Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; Decisions may bind the organization financially or legally;
•Financial responsibility includes purchasing, processing invoices and transfers, and negotiating and contracting with vendors, and participating in budget preparation;
•Manage projects with several variables - set realistic deadlines, manage a timeline, and ensure accountability;
•May participate in complex negotiations;
•Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;
•Work flexible hours, as needed;
•Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain;
•Work is diversified and may not always fall under established practices and guidelines; and 
•Work within scope of program’s strategic goals.