Procurement Expense Specialist
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Before you apply
LocationJD Alexander Florida Polytechnic Main Campus
SeniorityMid
Company size201–500 people
PostedOct 28, 2026 · 1w ago
Verified live2d ago
At a glanceSummarised by Seekless from the posting.
Administer the University's Purchasing Card (P-Card) Program
Coordinate new cardholder onboarding, account maintenance, limit changes, card replacements, and account closures
Review Purchasing Card transactions and supporting documentation for policy compliance
Monitor reconciliation deadlines and follow up on outstanding transactions
Assist with Purchasing Card exception requests and documentation
Maintain Purchasing Card records and program documentation
Serve as the primary point of contact for questions from cardholders and approvers
Assist with supplier onboarding requests, supplier profile maintenance, and supplier information updates
Provide support to suppliers completing University registration and onboarding requirements
Respond to routine supplier inquiries and coordinate with campus departments to resolve supplier-related issues
Assist departments with requisition preparation, required documentation, and basic procurement process questions
Support review of requisitions for completeness and assist with resolving deficiencies before processing
Assist with routine procurement transactions and departmental purchasing needs as assigned
Coordinate with the Procurement Specialist, Assistant Director, Accounts Payable, Budget, and other administrative offices to resolve purchasing and supplier issues
Maintain accurate supplier and procurement records
Prepare Purchasing Card, non-travel expense, supplier, and procurement compliance reports
Monitor transaction trends and identify recurring compliance issues or areas requiring additional guidance
Assist with internal and external audits by maintaining documentation and responding to information requests
Track exceptions, corrective actions, delinquent reconciliations, and other compliance-related activity
Identify compliance concerns and recommend appropriate corrective action or escalation
Assist with implementation and maintenance of University policies, procedures, and internal controls
Support procurement and expense-related reporting, operational metrics, and data analysis
Recommend improvements to processes, controls, forms, workflows, and documentation practices
About the company
Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.
The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.
JOB TITLE
About the role
Procurement Expense Specialist
JOB DESCRIPTION SUMMARY
The Procurement Expense Specialist is responsible for the day-to-day administration of Florida Polytechnic University’s Purchasing Card (P-Card) Program, non-travel expense compliance, supplier support, and procurement assistance. This position serves as a primary resource for cardholders, approvers, suppliers, and campus departments by providing guidance on University policies, procedures, and applicable requirements while promoting compliance and exceptional customer service.
Responsibilities include administering Purchasing Card accounts, reviewing non-travel expense reports and supporting documentation, monitoring reconciliation and compliance, coordinating cardholder onboarding and training support, assisting with supplier onboarding and maintenance, providing requisition support, maintaining program records, preparing reports, and assisting with audits.
Working collaboratively with the Director and Assistant Director of Procurement, Accounts Payable, and campus departments, this position helps ensure transactions are accurate, compliant, properly documented, and processed efficiently while supporting continuous improvement of University procurement and expense processes.
JOB DESCRIPTION
Responsibilities:
40% - Purchasing Card Program Administration
•
Administer the University’s Purchasing Card (P-Card) Program.
•
Coordinate new cardholder onboarding, account maintenance, limit changes, card replacements, and account closures.
•
Review Purchasing Card transactions and supporting documentation for policy compliance.
•
Monitor reconciliation deadlines and follow up on outstanding transactions.
•
Assist with Purchasing Card exception requests and documentation.
•
Maintain Purchasing Card records and program documentation.
•
Serve as the primary point of contact for questions from cardholders and approvers.
25% - Supplier Management & Procurement Support
•
Assist with supplier onboarding requests, supplier profile maintenance, and supplier information updates.
•
Provide support to suppliers completing University registration and onboarding requirements.
•
Respond to routine supplier inquiries and coordinate with campus departments to resolve supplier-related issues.
•
Assist departments with requisition preparation, required documentation, and basic
•
procurement process questions.
•
Support review of requisitions for completeness and assist with resolving deficiencies before processing.
•
Assist with routine procurement transactions and departmental purchasing needs as assigned.
•
Coordinate with the Procurement Specialist, Assistant Director, Accounts Payable, Budget, and other administrative offices to resolve purchasing and supplier issues.
•
Maintain accurate supplier and procurement records.
20% - Compliance, Reporting & Audit Support
•
Prepare Purchasing Card, non-travel expense, supplier, and procurement compliance reports.
•
Monitor transaction trends and identify recurring compliance issues or areas requiring additional guidance.
•
Assist with internal and external audits by maintaining documentation and responding to information requests.
•
Track exceptions, corrective actions, delinquent reconciliations, and other compliance-related activity.
•
Identify compliance concerns and recommend appropriate corrective action or escalation.
•
Assist with implementation and maintenance of University policies, procedures, and internal controls.
•
Support procurement and expense-related reporting, operational metrics, and data analysis.
•
Recommend improvements to processes, controls, forms, workflows, and documentation practices.