Purchasing & Facilities Analyst

Join Our Mission to Elevate Ambulatory Health Care

At AAAHC, we are more than just a team; we are at the forefront of improving health care quality through accreditation. Our employees are the heartbeat of our mission-based culture, dedicated to applying their diverse skill sets—technical, research, clinical, analytical, and data-driven—to improve health care quality through accreditation. As we celebrate over four decades of excellence, we invite you to become part of our story. Here, your work is not just a job; it’s a journey filled with opportunities to learn, grow, and contribute to a higher purpose. Embrace the chance to be part of a community that values quality every day and strives for excellence in ambulatory health care.

What do we offer?

We prioritize our employees’ wellbeing by providing a comprehensive benefits package that includes:

• Health & Wellness: Take advantage of our medical, dental, and vision plans as well as our wellness reimbursement benefit
• Retirement Plan: Invest in your future with our robust 401(k) plan that includes a company contribution and match
• Life & Disability Insurance: Experience peace of mind with company-paid short/long-term disability, life, & AD&D insurance
• Professional Development: Advance your career with ongoing training and educational opportunities
• Employee Assistance Program: Access support services for personal needs
• Work-Life Balance: Enjoy generous paid company holidays and paid time off that increase with tenure

Position Description

Reporting to the CFO, the Purchasing & Facilities Management Analyst manages the procurement process for major AAAHC suppliers/vendors to ensure the organization is cost-effectively utilizing services, acquiring supplies, and ensuring compliance with expected levels of service. This role is also responsible for the day-to-day management of the AAAHC corporate facility. Key responsibilities include comprehensive organizational contract management including Request for Proposal (RFP) development and administration, facility and office equipment readiness and productivity, routine spend analyses, and vendor reviews to maximize organizational resources and investments while mitigating risk. This role provides subject matter and process expertise and collaborates closely with the Finance team and Legal division and routinely with organizational stakeholders.

Contract and RFP Review and Administration

• Manage the contract management cycle including: evaluate proposed contracts to eliminate/avoid duplication or overlapping terms, analyze financial obligations, ensure internal vendor ‘owners’ understand terms prior to contract execution or termination, and ensure alignment with budget or gain executive approval if unplanned.
• Ensure timely renewal/non-renewal notifications are executed, investigating alternatives where appropriate. Collaborate with the Legal Department, Chief Financial Officer, and internal vendor owner(s) to support the contract review process and drive term consistency. Provide consultative guidance to management team on identification and selection of new major vendors/service providers and drive RFP development and review process through to vendor selection.
• Manage the procurement cycle in identifying service suppliers through competitive pricing and contract monitoring; research and negotiate with external vendors to secure advantageous terms and procurement partnerships with key vendors.
• Collaborate with management team to develop and monitor performance metrics for major service contracts (e.g., building, educational platforms, travel, equipment); generate management reports on contract utilization, performance, etc.

Routine Procurement, Spend Analyses and Facility Administration

• Serve as primary building management liaison coordinating with landlord to ensure lease compliance including proactive communication of upcoming vendor work, deliveries, and required certificate of insurance submissions.
• Process and monitor facility maintenance requests and service levels.
• Coordinate security access with building and IT to provide employee card access based on organizational role.
• In collaboration with the Front Desk, support onsite event needs to ensure facility readiness, access, and comfort.
• Communicate with HR on building-related or organized events.
• Implement emergency evacuation and safety measures with periodic all-staff communications to promote employee security and safety.
• Establish controls over physical assets to drive accountability, employing best practices for asset identification, inventory counts, and retirement / disposals collaborating with IT and the Administrative Clerks. Maintain accurate records for capitalized and non-capitalized technology and office space equipment including laptops and peripheral equipment, freight and shipping devices, and copier equipment. Oversee routine office equipment maintenance and analyze usage.
• Routinely evaluate shipping costs and methods to optimize spend, recommending shipping revenue adjustments as needed based on freight costs and margins. Maintain primary responsibility for freight out vendor contracts and platform administration. Collaborate with Front Desk for publications and certificates, and Marketing for exhibit booth equipment to understand shipping requirements.
• In collaboration with the Manager, Finance & Administrative Services, establish office and kitchen supply policies and procedures including order and reorder process and points, inventory and usage monitoring, and identification of preferred vendor arrangements. Ensure purchase of office/kitchen supplies complies with contractual arrangements and evaluate new suppliers as needed to secure high-quality, timely and cost-effective buying.
• Oversee travel management services in collaboration with Accounting Manager. Analyze utilization data, design and generate periodic dashboard reports; recommend policy / process improvements based on utilization, expense, and service analyses including preferred vendor recommendations.
• Monitor policy compliance for purchasing activities throughout the organization.
• Advise Senior/Staff Accountant of vendor changes to ensure NetSuite is up to date with authorized vendors and terminated vendors are deactivated.
• Investigate vendor expense variances and trends to ensure full understanding and communication of expense performance. Contribute to the Executive dashboard through the compilation of key metrics including expense inputs and insights.
• Support the Manager, Finance & Administration during forecast and budget cycles through development and delivery of department spend analyses and other reports that assist organization management in understanding cost drivers and trends.
• Cross-train and provide back-up to other FIN team members to fill absences or during high-volume periods (e.g., expense reimbursement requests, payables, and accounts receivables.)
• Other duties as assigned

Minimum Qualifications and Job-specific Competencies Required

• Bachelor’s degree in Business Administration, Accounting or other business-related disciplines, or equivalent experience
• Experience with sourcing and procurement techniques and vendor research
• Minimum of 7 years of progressively responsible experience
• Minimum of 5 years of procurement experience
• Highly motivated and a self-starter; ability to work independently and collaborate well in teams
• Strong analytical and problem-solving skills; financial acumen with attention to detail
• Possesses sound judgment and critical thinking abilities that will produce solid recommendations and effective decision-making
• Highly organized with the ability to develop a project plan and follow it to completion; ability to multitask and prioritize when working on multiple projects with different deadlines; effective project management skills
• Good verbal and written communication to a wide variety of audiences that support the successful presentation of moderately complex ideas and information to a variety of audiences, including senior managers and industry groups/vendors
• Demonstrates client service orientation with immediate and positive responsiveness to requests for assistance; exhibits a collaborative approach to all work
• Microsoft Office Proficient (i.e., WORD, EXCEL, PowerPoint) with advanced Excel skills

Preferred Qualifications

• Good knowledge of supplier or third-party management software
• Project management and process improvement experience
• Contract negotiation and review experience
• Facility management knowledge
• Familiarity with NetSuite

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.