Warehouse/Purchasing Coordinator

POSITION TITLE: Warehouse/Purchasing Coordinator
EXEMPTION STATUS: Exempt
REPORTS TO: Director of Purchasing
TERMS OF EMPLOYMENT: 12 months
Primary Purpose:
Responsible for on-site leadership of all warehouse activities. Oversee daily warehouse operations to ensure safe and efficient storage and retrieval of district supplies and equipment. Assist in the procurement of material and equipment for the district. Work under close supervision and follow established purchasing procedures to process bids and purchase orders.
Qualifications:
Education/Certification:
Bachelor's Degree
Clear and Valid Texas Driver's License
Forklift Certification Preferred
Special Knowledge/Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
Ability to perform multiple tasks simultaneously
Ability to perform basic math
Effective organizational, communication, and interpersonal skills
Knowledge of automated (or computerized) inventory and materials handling systems
Knowledge of procedures for purchasing and invoicing supplies and equipment
Ability to work with numbers in an accurate and rapid manner
Ability to analyze and organize a complex filing system of bid-related documentation
Experience:
5 years' experience in warehouse operations
Background in material handling, purchasing, and stock control
Major Responsibilities and Duties:
Receiving

• Oversee receipt of all shipments. Verify accuracy and process according to established procedures.
• Load and unload delivery truck as needed. Unpack item and inspect shipments for damage and defects. Address discrepancies and damage and report as needed.
• Ensure all items received by warehouse are delivered to the intended school or department in a timely fashion.

Inventory

• Oversee the warehousing and storage of all, supplies, equipment, surplus classroom furniture, equipment, textbooks, and consumable materials.
• Maintain up-to-date catalog of all items available from warehouse and make catalogs available to all schools and departments.
• Develop and recommend procedures for orderly replacement of existing equipment as it becomes obsolete or deteriorates.
• Initiate and prepare all purchase requests to maintain stock levels and ensure standard stock items are readily available.
• Compile, maintain, and file all reports, records, and other documents as required including inventory records.

Purchasing

• Process bids and purchase orders as directed and in accordance with established procedures.
• Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.
• Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
• Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
• Detect and resolve problems with incorrect orders, invoices, and shipments.

Safety

• Instruct assigned personnel on proper and safe use of equipment and storage of materials. Inspect warehouse facilities, and equipment for safety and efficiency.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing. Operate tools, equipment, and machinery according to prescribed safety procedures.
• Initiate and maintain proper and necessary safety and fire prevention equipment within warehouse as prescribed by law and school policy.
• Correct unsafe conditions in work area and promptly report any conditions that are not immediately correctable to supervisor.
• Follow district safety protocols and emergency procedures.

Personnel

• Monitor the work and issue work assignments to warehouse workers.

Other

• Investigate complaints received on shipments of equipment and supplies and take appropriate action.
• Participate in budget development and exercise budgetary control over warehouse operations.
• Assist in mail delivery process as needed.

Supervisory Responsibilities:

• Supervise and provide input for warehouse worker(s) evaluations.

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including computer and peripherals; forklift or hydraulic lifting equipment; hand truck, dolly, and pallet jack; small hand tools; light truck or van
• Posture: Frequent standing, kneeling/squatting, bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; frequent walking, climbing ladders and scaffolding; grasping/squeezing, wrist flexion/extension, and overhead reaching; frequent driving
• Lifting: Heavy lifting and carrying (45 pounds and over) on a daily basis
• Environment: Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, toxic chemicals and materials, noise, and vibration; work around moving objects or vehicles; may work alone; occasional prolonged or irregular hours
• Mental Demands: Maintain emotional control under stress