Purchasing Coordinator

Description

Location: San Diego, CA
Department: Quality Assurance
Employee Type: Non-Exempt - Full-Time

This is a 100% on-site position working out of the Corporate Office in San Diego, CA.


SUMMARY: The Purchasing Coordinator is responsible for supporting procurement operations across multiple sites by ensuring timely, accurate, and compliant purchasing of goods and services. This role ensures adherence to organizational policies and mandatory purchasing requirements established under the AbilityOne Commission and other applicable government regulations.

The Purchasing Coordinator partners with internal departments, vendors, and program stakeholders to maintain continuity of operations while ensuring compliance, cost-effectiveness, and proper documentation of all purchasing activities.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Coordinates day-to-day purchasing activities across multiple sites, ensuring timely procurement of supplies, equipment, and services.
• Ensures all purchasing activities comply with AbilityOne program requirements, including mandatory source procurement and priority use of designated suppliers.
• Reviews and processes purchase requests for accuracy, completeness, and proper approvals prior to order placement.
• Maintains vendor relationships, including AbilityOne-authorized suppliers and other approved vendors.
• Tracks orders, resolves discrepancies, and follows up on backorders, delays, or vendor issues.
• Maintains accurate purchasing records, including purchase orders, invoices, and supporting documentation for audit and compliance purposes.
• Collaborates with finance and accounting teams to ensure proper coding, invoicing, and reconciliation of purchases.
• Assists in monitoring inventory levels and coordinating replenishment to avoid operational disruptions.
• Supports multi-site operations by standardizing purchasing practices and ensuring consistency across locations.
• Assists with contract compliance requirements, including documentation, reporting, and adherence to government procurement standards.
• Participates in internal and external audits related to purchasing and procurement activities.
• Identifies opportunities for cost savings, process improvements, and vendor efficiencies.
• Provides guidance to site managers and staff on purchasing procedures and compliance requirements.
• Monitors and evaluates vendor performance for quality, timeliness, cost-effectiveness, and adherence to applicable standards (e.g., CIMS, ISO, HLAC), and works with vendors to resolve issues and improve performance.
• Coordinates asset tracking activities, including assigning asset tags, maintaining inventory records, and providing accurate purchasing and asset data to accounting to support financial reporting and audit readiness.
• Stays current on industry products, equipment, and innovations, and evaluates options to support efficient and cost-effective purchasing decisions.
• Performs other related duties as assigned to support operational efficiency and organizational objectives.
• Other duties may be assigned as necessary to support departmental and organizational needs.

KNOWLEDGE, SKILLS AND ABILITIES: As stated below

• Strong understanding of procurement processes and department compliance requirements, preferably within a government contracting or nonprofit environment.
• Familiarity with AbilityOne program requirements and mandatory sourcing guidelines strongly preferred.
• Maintains and applies working knowledge of mandatory purchasing requirements established under the AbilityOne Commission; attends trainings through SourceAmerica Academy.
• Excellent organizational skills with the ability to manage multiple priorities across various locations.
• Strong attention to detail and accuracy in documentation and data entry.
• Ability to communicate effectively with internal teams, vendors, and external stakeholders.
• Problem-solving skills with the ability to resolve purchasing and vendor-related issues efficiently.
• Ability to work independently while maintaining alignment with organizational policies and procedures.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

TRAVEL: This position requires minimal travel, typically less than 5%.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, and we encourage candidates with a variety of experiences and backgrounds to apply.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); or two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS: Ability to read and understand written instructions, basic purchasing documents, and routine correspondence in English. Ability to write simple and clear correspondence in English. Ability to communicate information effectively in one-on-one and small-group settings with vendors, customers, and employees.

MATHEMATICAL SKILLS: Ability to perform basic math functions-including addition, subtraction, multiplication, and division-using whole numbers, fractions, and decimals. Ability to calculate rate, ratio, and percent, and to interpret basic purchasing or inventory-related charts and bar graphs.

REASONING ABILITY: Ability to apply practical judgment to follow instructions provided in written, oral, or diagram form. Ability to resolve routine problems involving several concrete variables in standardized purchasing or inventory situations.

CERTIFICATES, LICENSES, REGISTRATIONS : None.

BACKGROUND: Employment for this position is contingent upon the successful completion of a background check conducted in accordance with company policy and all applicable federal, state, and local laws.