[Hiring] Facilities & Purchasing Coordinator @Oak Ridge Associated Universities

Role Description

Provides comprehensive operational facilities, project management support within Facilities Management Services (FMS), and purchasing coordination to the Facilities and Transportation Department (FTD). This position supports facilities operations, construction project coordination, procurement tracking and purchasing, compliance documentation, and project communication to ensure projects are executed efficiently, in compliance with established regulations, policies, and procedures, and within budget.

Responsibilities

• Facilities Project & Procurement Support:
  • Assisting in preparation of Statements of Work (SOWs), Independent Government Cost Estimates (IGCEs), and project budgets.
  • Gathering vendor quotes and budgetary estimates.
  • Tracking purchase requests through ORAU Procurement.
  • Coordinating documentation to ensure compliance with Procurement Policy (PRO‑101) and Department of Energy (DOE) requirements.
  • Maintaining organized electronic project files with proper version control and audit readiness.
  • Managing recurring services and blanket agreements.
• Project Coordination & Communications:
  • Coordinates cross-functional project communications and serves as the administrative liaison for FMS.
  • Schedules meetings, prepares agendas, documents minutes, and tracks action items.
  • Develops and distributes stakeholder communications and project updates.
  • Maintains structured project documentation systems to ensure transparency and accountability.
• Stakeholder & Compliance Support:
  • Provides administrative and coordination support for stakeholder management activities related to facilities projects and operational tasks.
  • Assists FTD Director, Facilities Operations Manager, and TPOCs by scheduling meetings, tracking action items, and maintaining clear communication among internal departments and subcontractors.
  • Supports stakeholder planning efforts by maintaining project schedules aligned with project milestones, tracking purchasing status, and gathering required documentation to help ensure timely acquisition of goods and services.
  • Assists in maintaining departmental procedures, templates, tracking tools, and internal controls to promote consistency, transparency, and compliance across facilities projects.
  • Provides documentation support to help ensure adherence to DOE requirements and applicable federal labor standards, including Service Contract Act (SCA) and Davis-Bacon Act (DBA) provisions.
• Budget & Cost Estimating Support:
  • Obtains and analyzes cost estimates for labor, materials, and services.
  • Assists in preparing preliminary project budgets and financial tracking tools.
  • Supports cost comparison analysis for vendor selection.
• Labor Standards & Regulatory Submissions:
  • Prepares and submits Labor Standards Review packages to DOE for SCA and/or DBA wage determinations.
  • Coordinates required documentation and tracks submission status.
• Facilities Information Management System (FIMS) & Documentation Control:
  • Manages the FIMS data gathering, entry, validation, and audit preparation.
  • Maintains internal policies and procedures with proper version control.
  • Coordinates stakeholder review cycles and provides editorial recommendations to improve clarity, consistency, and compliance.
• Facilities Representative and WorxHub Facility Helpdesk Coordinator:
  • Serves as the FTD Facilities Representative and Work Order System Coordinator to ensure facility requests and preventive maintenance tasks are completed on time.
  • Manages and oversees all facility service requests in WorxHub and facility helpdesk email.
  • Supports the Facilities Operations Manager with submitting requests and backup duties related to WorxHub.
  • Tracks tasks to ensure timely completion.
  • Provides status updates and communicates progress to stakeholders.
  • Monitors requests and follows up to ensure quality resolution.
  • Supports efficient facility operations through proactive tracking and coordination.
• Procurement Coordinator:
  • Serves as the FTD liaison to the ORAU Procurement Department by managing all procurement requirements related to facilities, construction, transportation, property, records, and safety projects, including researching vendors, securing competitive pricing, compiling required documentation, and entering purchase requisitions into the Oracle system in accordance with PRO-101.

Qualifications

• Bachelor's degree and 3-5 years of job-related experience. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.
• Experience in the acquisition and planning of construction and facilities-related projects is required.
• Approximately 3-5 years in overseeing building-related construction and property acquisitions.
• Ability to work closely with colleagues and other team members.
• Ability to represent ORAU/ORISE in a professional, competent manner.
• Strong analytical and problem-solving skills.
• Strong verbal and written communication skills.
• Excellent ability to manage facility procurement processes for new facility construction, including tracking schedules and supply chain requirements, in addition to smaller-scale facility construction-type projects.
• Familiarity with building design and construction processes.
• Familiarity with energy codes and standards (e.g., CA Title 24, NYC Local Law 97, ASHRAE 90.1, etc.).
• Familiarity with reviewing construction documents, including drawings and specifications.
• Extensive knowledge of facilities and construction related projects and identifying qualified potential suppliers is required.
• Knowledge of government related procurement requirements is required.
• Extremely detail oriented and organized.
• Ability to work on multiple projects at one time and prioritize work.
• Strong knowledge of facilities and construction related industry and market conditions near Oak Ridge, TN.

Benefits

• Legally required benefits
• Group Health insurance including: Medical, Prescription, Dental, and Vision
• Retirement plan contribution matching
• Disability insurance
• Group life insurance
• Travel Accident Insurance
• Section 125 reimbursement accounts
• Other voluntary employee paid benefit and insurance offerings
• Paid Time Off (PTO)
• Paid Holidays
• Flexible work schedules or compressed work weeks
• Occupational Health and Wellness Programs
• Employee Assistance Program