Purchasing and Inventory Coordinator

Purchasing & Inventory Coordinator

Department: Operations
Reports To: Chief Operating Officer or Designee
FLSA Status: Non-Exempt
Employment Status: Full-Time

Position Summary

The Purchasing & Inventory Coordinator is responsible for coordinating purchasing activities and developing and maintaining an effective inventory management system for Santa Maria Hostel.

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

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

Essential Duties and Responsibilities

Purchasing and Procurement

• Coordinate routine purchasing of organizational supplies equipment and materials.
• Receive and process approved purchase requests from departments.
• Obtain pricing and quotes from vendors when appropriate.
• Prepare and submit purchase orders or other purchasing documentation in accordance with Santa Maria procedures.
• Maintain relationships with approved vendors and identify opportunities for improved pricing and service.
• Track orders from purchase through delivery and resolve discrepancies backorders damaged items and other issues.
• Maintain organized purchasing records receipts purchase orders quotes and related documentation.
• Work with Accounting to ensure purchasing documentation is complete and expenses are appropriately coded and supported while also in compliance with any funding or grant requirements.
• Assist leadership in identifying opportunities to consolidate purchases negotiate pricing and reduce unnecessary spending.

Inventory Management

• 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.

Systems and Process Improvement

• Evaluate current purchasing and inventory practices and recommend improvements.
• Develop written procedures for purchasing receiving inventory control and distribution.
• Help establish clear accountability for who may request approve purchase receive and distribute organizational supplies.
• Identify technology or software solutions that may improve purchasing and inventory management.
• Create simple reports and dashboards that allow leadership to monitor purchasing activity inventory levels and spending trends.
• Support implementation and staff training as new purchasing and inventory processes are introduced.

General Responsibilities

• Work collaboratively with Operations Facilities Programs Accounting and other departments.
• Maintain accurate and confidential organizational records.
• Follow Santa Maria purchasing financial safety and internal-control policies.
• Participate in meetings and organizational initiatives as requested.
• Perform other duties as assigned.

Qualifications

Required:

• High school diploma or equivalent.
• Two or more years of experience in purchasing procurement inventory management warehouse operations supply management or a related administrative role.
• Strong organizational skills and attention to detail.
• Comfortable working with spreadsheets databases and inventory tracking systems.
• Ability to manage multiple requests and priorities.
• Strong written and verbal communication skills.
• Ability to work collaboratively with employees across multiple departments.

Preferred:

• Associates or bachelors degree in business supply chain operations accounting or related field.
• Experience developing or improving an inventory management system.
• Experience with purchase orders vendor management and procurement procedures.
• Intermediate or advanced Microsoft Excel skills.

Knowledge Skills and Abilities

The successful candidate will be someone who enjoys bringing organization to environments where processes may still be developing. The individual should be comfortable creating structure identifying inefficiencies solving problems and following through on details.

This position requires someone who can both do the work and improve the way the work is done.