What are the responsibilities and job description for the Site Procurement and Inventory Coordinator position at Valiant Integrated Services?
VGS is looking for a Site Procurement and Inventory Coordinator to join our team! The Site Procurement & Inventory Coordinator supports the day-to-day procurement and inventory requirements for the Womack Army Medical Center operations and maintenance program. This position is responsible for processing local material and parts requests, obtaining pricing, placing and tracking orders, receiving and labeling materials, maintaining procurement documentation, and managing the program’s onsite inventory. The coordinator works closely with the Procurement Manager, site management, maintenance personnel, vendors, and subcontractors to ensure required materials and services are obtained accurately, competitively, and promptly.
Essential Duties and Responsibilities
- Receive, review, and process material, parts, supply, and service requests submitted by site personnel.
- Verify that procurement requests contain complete and accurate information before processing.
- Research parts, materials, supplies, manufacturers, vendors, and potential product substitutions.
- Obtain vendor quotations and perform price comparisons for parts, purchase orders, and service orders.
- Prepare and place orders with approved vendors and subcontractors in accordance with company policies and established purchasing procedures.
- Track open orders, backorders, expected delivery dates, and outstanding vendor actions.
- Communicate order status, delays, substitutions, and availability concerns to site personnel and the Procurement Manager.
- Maintain accurate purchase order logs, procurement trackers, supporting documentation, receipts, packing slips, and vendor correspondence.
- Receive materials and verify deliveries against purchase orders, packing slips, and submitted requests.
- Prepare and attach parts labels and ensure materials are properly identified and distributed or stored.
- Maintain the program’s onsite parts, materials, and supply inventory.
- Monitor inventory levels and assist with establishing appropriate minimum and maximum stocking quantities.
- Perform routine inventory counts and assist the Procurement Manager with formal inventory audits and reconciliation.
- Investigate and correct inventory discrepancies.
- Maintain required Safety Data Sheets and hazardous-material inventory documentation.
- Coordinate the company’s uniform ordering and exchange program with the applicable outside contractor.
- Pick up parts and materials from local vendors using a company vehicle when required.
- Coordinate returns, exchanges, warranty claims, damaged shipments, and incorrect deliveries.
- Respond to routine procurement and inventory inquiries by telephone, email, or in person.
- Support procurement reporting and provide requested information to the Procurement Manager and site leadership.
- Maintain organized electronic and physical procurement records in accordance with company and contract requirements.
- Perform routine administrative support, including data entry, scanning, filing, and document preparation.
- Operate standard office equipment and procurement-related computer systems.
- Follow all company purchasing policies, ethical standards, safety requirements, and applicable contract procedures.
- Perform other duties as assigned.
Qualifications:
EDUCATION REQUIREMENT: High school diploma or GED required.
REQUIRED QUALIFICATIONS:
- 1 years of experience in procurement, purchasing, inventory control, warehouse operations, parts coordination, administrative support, or a related field.
- An equivalent combination of education, training, and relevant experience may be considered.
- Working knowledge of purchasing, order tracking, receiving, and inventory-control practices.
- Ability to research parts and supplies, compare vendor quotations, and maintain accurate purchasing records.
- Strong organizational skills and attention to detail.
- Ability to manage multiple requests, priorities, and delivery deadlines.
- Ability to communicate professionally with employees, management, vendors, and subcontractors.
- Ability to read and understand instructions, correspondence, quotations, purchase orders, packing slips, and product information.
- Ability to prepare clear and professional emails, documentation, and routine reports.
- Ability to follow established procedures and resolve routine issues involving several defined variables.
- Proficiency with Microsoft Outlook, Word, and Excel.
- Ability to learn company purchasing, work-order, and inventory-management systems.
- Valid driver’s license with an acceptable driving record.
- Ability to obtain and maintain any access authorization required for work at Womack Army Medical Center.
PREFERRED QUALIFICATIONS:
- Experience supporting procurement or inventory activities in a healthcare facility, military installation, government-contracting environment, or facilities maintenance program.
- Experience purchasing maintenance, repair, and operations materials.
- Familiarity with HVAC, electrical, plumbing, mechanical, construction, or general facility-maintenance parts.
- Experience maintaining electronic purchase order logs and inventory trackers.
- Familiarity with hazardous-material documentation and Safety Data Sheet requirements.
PHYSCIAL REQUIREMENTS:
- Ability to remain in a seated or standing position for extended periods while performing administrative duties.
- Ability to regularly lift and carry items weighing up to 10 pounds and occasionally lift or move items weighing up to 25 pounds.
- Ability to walk through office, warehouse, mechanical, and maintenance areas as required.
- Ability to bend, reach, stoop, and handle materials during receiving and inventory activities.
- Ability to drive to local vendor and job-site locations as required.
- Occasional travel may be required.
Work Environment
Work is primarily performed in an office and inventory-storage environment within an active healthcare facilities operations and maintenance program. The employee may periodically enter warehouse, shop, mechanical, or other facility areas and must comply with all applicable safety, security, infection-control, and site-access requirements.