What are the responsibilities and job description for the Purchasing Inventory Coordinator position at Shared Apartment Services?
Shared Apartment Services is looking to hire a Purchasing and Inventory Coordinator to join our team and contribute to providing the highest possible quality of service and an exemplary living experience for our residents.
Job Description
The Purchasing and Inventory Coordinator maintains and monitors all administrative and operational aspects of the inventory stockroom for our maintenance department in Chicago, with a strong focus on control, accuracy, and record keeping. This role is responsible for purchasing and stocking parts and supplies needed to support the Neighborhood portfolio of nearly 5,000 apartment units.
This position requires a high level of organization, urgency, and follow-through to ensure materials are ordered correctly, received promptly, stored properly, and issued only through approved checkout processes. The Coordinator will work closely with maintenance leadership and vendors to keep inventory accurate, reduce waste, and support make-ready season demands.
Pay range: $18 to $20 per hour, with medical, dental, and vision benefits after 90 days of employment.
Duties and Responsibilities
- Purchasing and vendor coordination
- Create and complete all purchase orders in Salesforce.
- Ensure all inventory items are purchased in accordance with company policies and at the best price available by comparing vendor prices.
- Coordinate deliveries and follow up on backorders, shortages, and damaged items.
- Manage returns, credits, and warranty issues as needed.
- Communicate with vendors and internal teams to prevent delays and keep operations moving.
Receiving, stocking, and inventory accuracy
- Receive, unpack, quality check, store, label, and track all inventory materials.
- Match packing slips and deliveries to purchase orders, document discrepancies, and ensure items are received correctly in the system.
- Keep accurate and detailed records of all items entering and leaving the stockroom and update inventory in the system daily.
- Perform regular cycle counts and audits (weekly for high-use items and monthly for broader categories) and investigate discrepancies.
- Maintain and update min and max levels, reorder points, and seasonal stocking plans for make-ready season.
Material issuance and checkout compliance
- Enforce material issuance procedures and ensure all items are checked out properly before release.
- Maintain daily checkout logs and support weekly reporting to reduce work orders without checkouts.
- Ensure inventory access rules are followed and materials are issued only through approved processes, with limited exceptions approved by management.
Operations, safety, and professionalism
- Keep the stockroom, storage areas, and work areas clean and organized and equipment in good working order.
- Perform duties according to OSHA standards and company safety policies at all times.
- Respond to employee requests in a courteous and timely manner.
- Wear the required uniform and maintain a professional appearance.
- Must be available to work additional hours during peak summer season.
- Perform other related duties and assignments as required.
Qualifications
- 1 to 3 years of experience in inventory, purchasing, stockroom, or materials coordination (maintenance, construction, or similar environment preferred).
- Experience creating purchase orders, receiving materials, and tracking inventory in a system.
- Strong attention to detail and ability to maintain accurate records and follow process consistently.
- High school diploma or GED with good math skills and knowledge of measuring units (feet, inches, gallons, etc.).
- Ability to read and interpret work orders, packing slips, safety rules, and operating and maintenance instructions.
- Strong communication skills and ability to work with maintenance teams and vendors.
- Comfortable using computers, email, and Excel for tracking and reporting.
- Ability to multi-task and work in a fast-paced environment.
Preferred
- Experience enforcing checkout controls, cycle counts, and inventory audits.
- Experience maintaining min and max levels and reorder points.
- Familiarity with maintenance parts and supplies (plumbing, electrical, HVAC, paint, flooring, etc.).
Please be advised that ALL new hires will be required to successfully complete a criminal background investigation and a medical examination, which includes a drug screening, prior to employment. The receipt of satisfactory responses to reference requests, and the provision of satisfactory proof of an applicant's identity and legal authority to work in the United States are also required.
Salary : $18 - $20