Inventory Control & Purchasing Administrator

The Inventory Control & Purchasing Administrator is responsible for supporting purchasing, inventory accuracy, truck stock management, and warehouse coordination across all FESCO branches. This position issues and maintains purchase orders, assists with receiving and transfers, maintains vendor and item records in RFS/GE, and ensures technicians and branches have the materials needed to operate efficiently. The role requires strong attention to detail, high accuracy, and effective communication with branches, vendors, and internal teams.

• Strictly adhere to all FESCO safety policies, procedures, and proper PPE requirements.

• Issue, maintain, and expedite purchase orders for approved vendors, branches, and technician trucks.

• Process online orders, credit card purchases, will-call orders, and emergency parts requests.

• Assist with receiving, warehouse transfers, cycle counts, and reconciliation of inventory discrepancies.

• Maintain item records, vendor information, units of measure, cost updates, and product substitutions in RFS/GE.

• Review branch and truck inventory reports, including open transfers, non-stock items, and replenishment needs.

• Build and maintain truck stocking templates, and standard truck stock lists.

• Work with vendors regarding pricing, availability, order issues, credits, and RMAs.

• Communicate with accounting to resolve PO/packing slip/invoice discrepancies.

• Support branch managers, technicians, and parts specialists with inventory questions, order status, and product information.

• Professionally communicate purchasing updates, delays, backorders, and technical bulletins to internal teams.

• Maintain accurate digital records of technical bulletins, part updates, returns, and vendor communications.

• Assist with new technician truck setups and restock processes.

• Provide purchasing and inventory support when Director of Purchasing is out of office.

• Maintain confidentiality related to pricing, vendor agreements, and customer information.

• Perform other duties as assigned by management.

• Ensure unused parts are properly returned and documented, and used parts are accurately added to work orders to maintain inventory integrity.

• Support achievement of branch and corporate metrics through accurate purchasing and inventory data.

• Research and resolve inventory variances, cost discrepancies, and product availability issues.

• Recommend process improvements related to purchasing, receiving, inventory accuracy, or warehouse flow.

• Maintain clean, organized inventory storage areas and assist warehouse teams as needed.

 

The Inventory Control & Purchasing Administrator is expected to develop a strong understanding of:

• RFS/GE purchasing and inventory modules

• Vendor product catalogs, pricing structures, and part numbering

• Branch operations, technician workflows, and truck stocking requirements

• Inventory cycle counting, transfers, and reconciliation procedures

• Purchasing and AP workflows, including troubleshooting invoice discrepancies

 

Growth opportunities may include advanced purchasing responsibilities, vendor negotiation exposure, and cross-training within corporate operations.

• High school diploma or equivalent; additional business or supply chain education preferred.

• 3–6 years of purchasing, inventory control, or warehouse operations experience.

• Strong organizational skills and exceptional attention to detail.

• Excellent communication skills with technicians, branch staff, vendors, and internal teams.

• Ability to work independently with minimal supervision.

• Proficient with computer systems, including ERP systems (RFS/GE preferred), Microsoft Office, and inventory databases.

• Knowledge of purchasing workflow, receiving processes, and inventory best practices.

• Strong problem-solving abilities, especially regarding inventory discrepancies and vendor issues.

• Ability to multitask and manage multiple open orders, emails, and vendor communications.

• High accuracy in data entry, cost updates, and maintaining item records.

• Ability to follow purchasing policies, AP guidelines, and safety procedures.

 

 

• Regularly lift and move items up to 30–40 lbs; occasional heavier lifting with assistance.

• Frequent walking between office and warehouse areas.

• Occasional bending, reaching, or standing when assisting with cycle counts, receiving, or truck stock.

• Work in both office and warehouse environments, which may include varying temperatures.

 

 

FESCO provides a comprehensive salary and benefits package including:

• Medical, dental, vision, and retirement plans

• PTO and paid holidays

• Opportunities for professional development and advancement

• Work/life balance and quality-of-life benefits

 

 

This job description outlines the general responsibilities and expectations for the Inventory Control & Purchasing Administrator role. It is not an exhaustive list of all duties or qualifications. Management reserves the right to modify responsibilities as needed.