Purchasing and Inventory Coordinator

Department: Facilities
Reports To: Director of Facilities and Infrastructure
FLSA Status: Non-Exempt
Employment Status: Full-Time

THIS POSITION IS ON SITE IN HOUSTON TEXAS

The Purchasing & Inventory Coordinator is responsible for coordinating organizational purchasing activities developing and maintaining an effective inventory management system and supporting Santa Maria Hostels Request for Proposal (RFP) and competitive procurement processes.

This position will help ensure departments have the supplies equipment materials and services needed to operate effectively while strengthening organizational controls around purchasing inventory vendor selection storage distribution competitive procurement documentation and cost management.

A key initial responsibility will be assessing Santa Marias current purchasing and inventory practices and helping establish consistent organization-wide systems for ordering receiving tracking storing and distributing supplies.

The Coordinator will also help manage the organizations RFP process from initial planning and development through solicitation proposal tracking evaluation support selection documentation and closeout. This position will maintain an organization-wide RFP calendar and help ensure competitive procurement processes are timely organized well documented and consistent with organizational grant and funding requirements.

• Coordinate routine purchasing of organizational supplies equipment materials and services.

• Receive and process approved purchase requests from departments.

• Obtain pricing bids and quotes from vendors when appropriate.

• Prepare and submit purchase orders and other purchasing documentation in accordance with Santa Maria procedures.

• Maintain relationships with approved vendors and identify opportunities for improved pricing service and purchasing efficiencies.

• Track orders from purchase through delivery and resolve discrepancies backorders damaged items and other issues.

• Maintain organized purchasing records receipts purchase orders quotes bids and related documentation.

• Work with Accounting to ensure purchasing documentation is complete expenses are appropriately coded and supported and purchases comply with applicable funding and grant requirements.

• Assist leadership in identifying opportunities to consolidate purchases negotiate pricing improve vendor relationships and reduce unnecessary spending.

• Coordinate and support the organizations Request for Proposal (RFP) Request for Quote (RFQ) and other competitive procurement processes.

• Work with department leaders to identify upcoming purchasing service and contracting needs that may require an RFP or competitive procurement process.

• Maintain an organization-wide calendar of RFPs renewals competitive bids and procurement deadlines.

• Assist departments in developing RFPs including scopes of work specifications requirements timelines submission instructions and evaluation criteria.

• Coordinate the preparation internal review approval issuance and distribution of RFP documents.

• Maintain templates and standardized documentation for RFPs and other competitive procurement activities.

• Track RFP timelines and milestones to ensure required steps are completed on schedule.

• Coordinate vendor communications during the RFP process including distribution of RFPs bidder questions responses clarifications addenda and submission deadlines.

• Receive organize and track vendor proposals and maintain appropriate confidentiality throughout the evaluation process.

• Develop evaluation tools comparison worksheets scoring matrices and other materials to assist leadership and evaluation teams in reviewing proposals.

• Coordinate evaluation meetings interviews presentations or other selection activities as needed.

• Maintain documentation supporting vendor selection and procurement decisions.

• Assist with award notifications non-selection notifications and transition of selected vendors to the appropriate department for contracting and implementation.

• Maintain complete and organized RFP and procurement files for organizational grant audit and compliance purposes.

• Monitor RFP processes for consistency with Santa Maria policies and applicable funding requirements.

• Identify opportunities to improve standardize and streamline Santa Marias competitive procurement processes.

• Develop and implement a practical inventory tracking system for Santa Maria.

• Conduct an initial assessment and inventory of organizational supplies and commonly purchased items.

• Establish standardized processes for receiving labeling storing issuing and tracking inventory.

• Establish appropriate minimum and maximum inventory levels and reorder points for frequently used supplies.

• Conduct routine physical inventory counts and reconcile discrepancies.

• Maintain accurate inventory records and provide regular inventory reports to leadership.

• Monitor inventory usage and identify unusual consumption shortages overstocking duplication or waste.

• Coordinate with departments to anticipate supply needs and avoid unnecessary emergency purchases.

• Help organize and maintain storage areas so supplies are accessible secure and properly accounted for.

• Evaluate current purchasing inventory RFP and procurement practices and recommend improvements.

• Develop and maintain written procedures workflows templates and tools for purchasing receiving inventory control competitive procurement RFP management and distribution.

• Help establish clear accountability for who may request approve purchase receive evaluate and distribute organizational goods and services.

• Map existing processes and identify inefficiencies gaps duplication control weaknesses and opportunities for standardization.

• Identify technology or software solutions that may improve purchasing inventory vendor and RFP management.

• Create reports and dashboards that allow leadership to monitor purchasing activity inventory levels RFP status procurement deadlines vendor activity and spending trends.

• Establish systems for monitoring key deadlines and ensuring appropriate follow-through on purchasing and procurement activities.

• Support implementation communication and staff training as new processes and systems are introduced.

• Promote continuous improvement by periodically reviewing established processes and recommending modifications as organizational needs change.

• Work collaboratively with Operations Facilities Programs Accounting Development and other departments.

• Maintain accurate and confidential organizational records.

• Follow Santa Maria purchasing financial safety grant-compliance and internal-control policies.

• Demonstrate strong follow-through and communicate proactively regarding deadlines outstanding items and potential concerns.

• Participate in meetings and organizational initiatives as requested.

• Perform other duties as assigned.

• High school diploma or equivalent.

• Two or more years of experience in purchasing procurement inventory management RFP coordination project/process coordination warehouse operations supply management or a related administrative role.

• Demonstrated ability to organize and manage processes involving multiple steps stakeholders documents and deadlines.

• Strong organizational skills and attention to detail.

• Strong written communication skills including the ability to prepare clear professional documents and instructions.

• Comfortable working with spreadsheets databases inventory tracking systems and other business technology.

• Ability to manage multiple requests projects and competing priorities.

• Strong verbal communication and interpersonal skills.

• Ability to work collaboratively with employees across multiple departments.

• Associates or bachelors degree in business business process management operations management supply chain management project management accounting public administration or a related field.

• Experience coordinating RFPs RFQs competitive bids or other formal procurement processes.

• Experience developing documenting implementing or improving business processes and workflows.

• Experience developing or improving an inventory management system.

• Experience with purchase orders vendor management procurement procedures and contract or vendor documentation.

• Experience working in a nonprofit healthcare government-funded or grant-funded environment.

• Intermediate or advanced Microsoft Excel skills.

• Familiarity with project management process mapping workflow management or continuous-improvement tools and methodologies.

The successful candidate will be someone who enjoys bringing organization and structure to environments where processes may still be developing. The individual should be comfortable evaluating how work is currently performed identifying inefficiencies or gaps developing practical solutions documenting processes establishing timelines and accountability and following through on details.

This position requires a person who can move comfortably between hands-on administrative work and process improvement. The Coordinator must be able to manage detailed purchasing and inventory activities while also coordinating larger processes involving multiple departments vendors deadlines and documentation requirements.

The ideal candidate is highly organized process-oriented resourceful and comfortable taking ownership of a project from beginning to completion. This position requires someone who can both do the work and improve the way the work is done.

To be consider please submit your application and complete the survey.