Inventory and Logistics Administrator

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Inventory and Logistics Administrator

Who We Are

ACC is one of the nation’s largest open-admission animal shelters, whose mission is to End Animal Homelessness in NYC. We touch the lives of nearly 20,000 animals each year. ACC is more than an animal shelter; we are a resource to the community, always seeking ways to keep the human-animal bond intact. With a 90% placement rate, our progressive, life-saving initiatives contribute to the successful placement of our animals.

We strive to find loving homes for homeless and abandoned cats, dogs, guinea pigs and rabbits, both by adopting animals directly to the public and by partnering with more than 200 dedicated animal placement organizations (our New Hope partners). We also help keep NYC communities safe and rescue animals in need, responding to emergencies that involve animals as well as keeping our doors open 24/7 for people and animals in need.

Summary

The Inventory Logistics Administrator (ILA) oversees the coordination, transportation, and distribution of supplies, donations, and inventory across multiple animal care center locations. This role ensures that all programs, departments, and locations are consistently stocked with critical materials, including medical supplies, donated goods, and animal care essentials, in a timely, compliant, and cost-effective manner.

Reporting to the Director of Finance, ILA manages daily logistics operations and ensures adherence to organizational policies, budget controls, and operational standards. The ideal candidate is strategic, hands-on, highly organized, and able to balance administrative responsibilities with field-based logistics work in a fast-paced shelter environment.

Required Qualifications

• High School Diploma or GED required. Associates or Bachelor’s degree preferred in logistics, operations, business administration, supply chain, or a related field.
• Minimum of 5 years of experience in logistics, procurement, inventory management, warehouse operations, or operations leadership required.
• At least 1–2 years of administrative or lead experience managing staff or projects required.
• Valid driver’s license with a clean driving record and comfort driving throughout NYC boroughs.
• Knowledge of inventory systems, procurement processes, and distribution workflows.
• Strong organizational and time-management skills with the ability to multitask, prioritize and meet deadlines.
• Professional communication and interpersonal skills and ability to work collaboratively across departments.
• Computer proficiency, including spreadsheets, inventory tracking systems, and logistics platforms ( Airtable , NetSuite, Sharefile , etc.).
• Familiarity with NYC transportation routes, delivery logistics, and parking regulations.
• Comfortable working in field-based roles and ability to lift, carry, push, and pull up to 50 pounds and perform physical tasks such as loading/unloading and organizing storage areas.
• Ability to load/unload heavy and large items from vehicles, and perform field-based logistics tasks as needed.
• Ability to work indoors and outdoors in varying weather conditions.
• Must be able to lift a minimum of 50 lbs.
  
  

Benefits

ACC values work/life balance and offers a generous paid-time-off (PTO) package that includes vacation time, birthdays off, personal days and sick pay. We also value physical and mental health by offering a great open access Cigna medical, dental and vision insurance at a low premium to our employees as well as 401K and Pension, Life Insurance. We also have on-the-job training for 2-4 weeks, periodic all staff trainings to include safety, DEI, cross training, and other growth opportunities.

Because ACC is a nonprofit, employees may be eligible for loan forgiveness, cancellation, and/or consolidation under the Public Service Loan Forgiveness program (PSLF). Created under the College Cost Reduction and Access Act of 2007, PSLF allows borrowers who work full time for nonprofits and government agencies to have their outstanding debt forgiven tax-free on Federal Direct Loans, after making 120 qualifying monthly payments under a qualifying repayment plan.

Please use this link for more details on our benefits package. (https://flimp.live/ACCNYC-Candidate#welcome)

Essential Job Functions

• Serve as the primary point of contact between the Shelter and Veterinary centers and Finance & Purchasing Operations for inventory logistics needs.
• Communicate with vendors to coordinate donation pickup and transportation logistics.
• Maintain accurate records of in-kind donations for audit purposes.
• Foster accountability, teamwork, and service-oriented logistics support across all shelter locations.
• Prepare and manage a weekly schedule using AirTable for transport, delivery, and pickup of supplies between shelters, headquarters, vendors, and partners, and ensure timely completion.
• Review and approve logistics requests and prioritize competing needs across multiple locations, mapping out optimal routes for each trip to maximize efficiency.
• Create a central database to maintainaccurate and updated inventory data to monitor inventory levels of internal and external storage units to prevent shortages, overstocking, or waste at all care centers.
• Ensure all materials are handled, stored, and transported safely and in compliance with organizational and regulatory standards.
• Develop logistics workflows that align with the Purchasing and Finance policies and budget guidelines to organize, store, and distribute supplies and donations across all care centers and storage units.
• Record daily inventory transactions in the accounting database (NetSuite) and maintain inventory item profiles and reports updated in the system.
• Identify opportunities to improve efficiency, reduce costs, and strengthen logistics procedures.
• Ensure outgoing shipments and returns through FedEx, UPS, and other carriers are completed by deadlines.
• Schedule regular visits to each care center to ensure proper inventory control and management.
• Responsible for quality assurance and conducting monthly audits at all care centers, including logging expired or damaged items and disposing of items under the direction and supervision of a Sr. Manager.
• Maintain equipment servicing schedules and submit payment requests to finance for services.
• Work closely with the Sr. Administrator, Vet Operations & Supply Chain Management to develop and maintain proficient control of inventory at all care centers for all departments.
• In collaboration with the Sr. Administrator, Vet Operations & Supply Chain Management, perform monthly quality assurance checks and inventory audits.
• In collaboration with the Director of Finance, implement logistics and inventory policy and procedures for organization-wide usage.
  
  

Other Responsibilities

• In the absence of the Inventory Logistics Associate, complete transports and support emergency responses, special projects, and organizational initiatives as assigned by senior management.
• Work closely with the Purchasing Coordinator to ensure accurate and timely receiving and billing of purchase orders and other inventory related transactions.
• Resolve discrepancies and issues with backorders, missing deliveries, returns and refunds in collaboration with the Purchasing Specialist and Staff Accountant.
• Manage Wishlist pages, donations, gift cards, vendor receipts and maintainaccurate donation records for the Finance and Development departments, and for audit and compliance purposes.
• Ensure company vehicles are maintained, clean, compliant, and operational by working with the Field Department.
• Complete other duties as assigned by supervisor.
  
  

Work Environment

At ACC it's all hands-on deck. We work together as a team, which means you may be asked to help with tasks that involve working outside in all sorts of weather. As a busy animal shelter in one of the biggest cities in the world it can get noisy inside. Employees should have the ability to remain calm yet professional in stressful situations involving animals and/or members of the public. Animal Care Centers houses hundreds of animals in its facilities at any given time and with that comes fur, odors and other airborne particles in abundance.

ACC offers many low-cost services to pets and people in need. This includes compassionate end-of-life services for people who cannot afford to go to a private veterinary office but still want to provide a professional and peaceful transition for their beloved pet.

Reports to: Director of Finance

Overtime: This is a non-union position and is not elig ible for overtime.

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