Procurement and Projects Coordinator

Description Title:

Procurement and Projects Coordinator Organization:

Boys and Girls Clubs of San Leandro Location:

Clubhouse Department:

Programming Reports to:

Grant Compliance & Partnership Manager Direct Reports:

None Exempt Status:

Non - Exempt Position Type:

Full-Time, On-Site Compensation:

$24.00-$33.00 / HR Benefits:

Health, Dental, Vision, FSA, Commuter, Life & Disability, Retirement, Calm, EAP, and Teladoc Position Overview: The Procurement and Projects Coordinator ensures that all after-school, intersession, and summer programs have the supplies and logistical support needed to run smoothly. By managing procurement, tracking budgets, supporting attendance monitoring, coordinating audit-related documentation and coordinating special projects, this role helps create an efficient operational foundation that supports high-quality youth programming. This position is key to maintaining cost-effective purchasing, aligning expenses with program goals, and ensuring timely resource distribution and supporting compliance with grant and program requirements. Their work directly impacts program success by helping maintain accurate attendance records, supporting audit readiness, keeping materials and logistics on track, allowing staff to focus on delivering engaging experiences for young people. What makes this role unique is its blend of strategic planning and hands-on coordination. Beyond purchasing, the Procurement and Projects Coordinator drives operational efficiency, problem-solving logistical challenges, supporting compliance and reporting needs and ensures seamless program operations through strong organizational and project management skills. Our Values in Action: Transformative Leadership:

We aspire to transform possibilities into probabilities. By embodying emotional intelligence, vulnerability, and empathy, we foster positive change with humility, authenticity, and continuous self-improvement. What that looks like in this role:

Proactively identifying procurement needs, adapting to challenges, and fostering vendor relationships to enhance resource quality for youth programming. Actively listening to feedback from program staff and stakeholders, responding with thoughtful solutions to improve service delivery. Leading by example, encouraging team members to embrace change and continuously refine processes for greater efficiency and impact. Resilience:

We approach every situation with a growth mindset, demonstrating flexibility and courage, and reframing challenges as opportunities. We acknowledge our current state, embrace change, and adapt as needed, maintaining a solutions-oriented approach throughout our growth journey. What that looks like in this role:

Maintaining a calm, solution-oriented mindset, exemplifying resilience in the face of challenges. Quickly adapting to changing circumstances by identifying alternative suppliers and adjusting purchasing plans to stay within budget. Reframing obstacles as opportunities to improve processes and develop creative solutions that benefit both the program and the youth. Youth Centered Approach:

Every organizational action or maneuver is designed to directly impact and benefit the youth we serve. We value and prioritize the youth perspective, making decisions with a focus on their needs and well-being, rather than adult convenience. What that looks like in this role:

Prioritizing the needs of the youth in every decision, ensuring that all supplies and resources align with program goals and youth well-being. Focusing on sourcing high-quality educational materials, recreational equipment, and timely resources to enhance youth experiences. Collaborating with program staff to make adjustments to schedules or resources with the best interests of the youth in mind. Essential Functions: Procurement & Supply Management : Oversee the purchasing of program supplies for after-school, intersession, and summer programs while ensuring timely and cost-effective acquisition. Vendor Coordination & Inventory Control : Work with vendors to maintain stock levels, manage inventory, and ensure efficient supply distribution across program sites. Budget Tracking & Financial Accountability : Assist in tracking program budgets, ensuring expenses align with allocated funds, and support budget forecasting and financial adjustments. Financial Reporting & Compliance : Prepare financial reports to support decision-making and ensure fiscal responsibility within the department. Special Project Coordination : Assist in planning and organizing special projects, managing calendars, and ensuring program events meet established timelines. Operational & Cross-Department Collaboration : Serve as a liaison between the program department, vendors, and finance to streamline procurement and operational processes. Documentation & Policy Compliance : Maintain accurate records of purchases, inventory, and budget allocations while ensuring adherence to organizational procurement policies. Audit Preparation & Regulatory Adherence : Support audit processes by providing necessary documentation and ensuring compliance with financial and operational regulations. Requirements Required: Must be at least 25 years old to meet the eligibility requirements of the organization’s liability insurance coverage. 2 years of related/relevant experience monitoring inventory Excellent communication and interpersonal skills, with strong working relationships at all staff levels. Strong organizational skills and attention to detail, with the ability to manage multiple tasks and projects simultaneously. Familiarity with using technology tools for inventory management and communication. Proficient in managing data related to inventory management. Ability to manage budgets, prioritize daily tasks, and maintain focus on long-term goals. Proficient in Microsoft 365 (Excel, Word, Outlook, OneNote, and Planner) and Ramp. Valid Drivers License with clean DMV record Preferred: Bachelor's degree Experience in a nonprofit, education, or youth development setting. Familiarity with grant-funded programs and compliance requirements. Knowledge of contract negotiation and vendor relations. Work Environment: Procurement and Projects Coordinator will work primarily in an Administrative Office at the Boys & Girls Club of San Leandro. This role may periodically require flexibility to accommodate organizational events or deadlines. Key aspects of the work environment include: Frequently required to stand. Frequently required to walk. Frequently required to sit. Continually required to utilize hand and finger dexterity. Occasionally required to climb, balance, bend, stoop, kneel or crawl. Continually required to talk or hear. Occasionally exposure to outside weather conditions. Occasionally exposure to bloodborne and airborne pathogens or infectious materials (Communicable diseases in an office environment including COVID-19, common cold, and flu viruses. Negative TB screen required). While performing the duties of this job, the noise level in the work environment may vary, light to moderate. The employee must occasionally lift and/or move more than 50 pounds. The Boys and Girls Clubs of San Leandro is committed to diversity and inclusion and is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic or national origin, marital status, sexual orientation, gender identity or presentation, pregnancy, genetics, veteran status or any other status protected by state or federal law. We encourage individuals from all backgrounds and experiences to apply. All employment decisions are based on qualifications, merit, and business needs. The above description is intended to describe the general content and requirements for the performance of this job. It is not an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time, nor does it change your status as an at-will employee. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.