Purchasing Agent

JOB TITLE: Purchasing/Fleet Coordinator Updated: 8/2026
DIVISION: Operations
REPORTS TO: Operations Manager
FLSA STATUS: Non-Exempt
WORK HOURS: Monday – Friday 8AM - 5PM
NATURE OF WORK: The Purchasing/Fleet Coordinator serves as a centralized Operations resource 
for agency purchasing, supply and inventory management, and fleet administration. The position 
coordinates the cost-effective procurement of materials, supplies, and services; maintains 
accurate purchasing and fleet tracking records; supports appropriate inventory levels across 
agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The 
position exercises appropriate independent judgment within established agency policies, 
procedures, budgets, and approval requirements.

ESSENTIAL DUTIES:
• Serve as the primary Operations point of coordination for agency purchasing, supply 
tracking, inventory management, and fleet administration.
• Source and evaluate suppliers, compare and negotiate pricing, select vendors as 
appropriate, and create purchase orders within established agency policies, budgets, 
approval requirements, and purchasing procedures.
• Maintain detailed and accurate purchasing records in designated agency tracking systems, 
including request status, vendor information, order information, expected delivery 
information, and supporting documentation.
• Provide timely communication to program leadership regarding the purchasing process, 
order status, significant delays, expected shipments, and deliveries requiring coordination.
• Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues.
• Submit completed purchase orders and required supporting documentation to 
Finance/Accounting for reconciliation and payment processing in accordance with 
established procedures.
• Monitor supply utilization and inventory levels across agency programs and develop 
standardized replenishment practices that support appropriate stock levels while reducing 
unnecessary purchasing, shortages, and excess inventory.
• Conduct or coordinate routine physical inventories at designated residential sites and other 
locations as assigned, maintain accurate inventory records, and identify replenishment 
needs.
• Use purchasing and inventory information to identify trends, standardize commonly used 
items when appropriate, improve vendor and pricing decisions, and support responsible 
stewardship of agency resources.
• Maintain a detailed and current shared fleet tracking record, including vehicle 
assignment/location, registrations, inspections, preventive maintenance, repairs and 
service history, and other required fleet information.
• Ensure vehicle registrations, inspections, required documentation, preventive 
maintenance, repairs, and scheduled servicing remain current.
• Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting 
vehicles when needed as part of routine fleet responsibilities.
• When assistance from employees outside the fleet function is needed, coordinate that 
assistance through the appropriate supervisory channels based on operational need and 
staff availability.
• Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to 
support safe and efficient utilization of agency vehicles.
• Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and 
equipment.
• Ensure required driver information is maintained and assist with verification of licensing and 
training requirements in accordance with agency policies and procedures.
• Maintain driver information in applicable insurance and fuel card systems and coordinate 
updates as needed.
• Maintain organized purchasing, inventory, and fleet records that provide leadership with 
visibility into open, pending, delayed, and completed work and support continuity during 
staff absences or transitions.
• Identify opportunities to improve purchasing, inventory, and fleet processes and participate 
in implementation of approved workflow, tracking, and automation improvements.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:
• Ability to perform Essential Duties as outlined below.
• High School diploma or equivalent.
• 2 years in purchasing, fleet management, inventory management, or another 
administrative role.
• Strong organizational and time management skills.
• Proficient in Microsoft Excel and able to maintain detailed electronic tracking records.
• Ability to read, write, understand, and speak the English language.
• Ability to effectively communicate verbally and in writing with agency staff, vendors, and 
external organizations.
• Must demonstrate integrity and comply with confidentiality requirements concerning client 
rights, HIPAA regulations, and purchasing and accounting transactions and records.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and projects while meeting deadlines.
• Ability to work with limited direct supervision while following established departmental 
processes, reporting relationships, and safety procedures.
PREFERRED QUALIFICATIONS:
• Associate’s or Bachelor’s Degree