Shipping Receiving Coordinator

Job Title : Shipping / Receiving & Purchasing Coordinator

Department : Facilities

Reports To : Director of Facilities

Status : Non-Exempt (Full-Time)

Position Summary

The Facilities Receiving & Purchasing Coordinator oversees operational procurement, inventory management, and freight receiving for the Facilities Department at the school. Reporting directly to the Director of Facilities, this role manages the intake and verification of campus maintenance supplies, trades equipment, MEP (Mechanical, Electrical, Plumbing) components, grounds keeping materials, and vendor deliveries. The position ensures trades technicians have required parts on hand, monitors inventory levels, and ensures operational spending aligns with departmental procurement budgets. This position provides back up coverage for the student and faculty mailroom.

Key Responsibilities

1. Facilities Receiving & Campus Operations

• Receive, inspect, and offload freight, equipment, maintenance supplies, and hazardous materials (e.g., HVAC units, lumber, plumbing fixtures, grounds chemicals).
• Verify incoming shipments against packing slips, purchase orders, and specifications; report damaged, missing, or incorrect goods to vendors immediately
• Maintain an organized, safe, and secure central facilities shop warehouse, storage yards, and tool inventory rooms.
• Safely operate material-handling equipment, including forklifts, pallet jacks, stackers, and heavy delivery carts.
• Transport bulky or heavy maintenance shipments across campus to designated shop trades areas, job sites, or storage facilities and offices.
• Provide set up support for campus events as needed.

2. Purchasing & Inventory Control

• Process purchase requests and generate purchase orders (POs) for maintenance technicians, trade contractors, groundskeeping, and custodial staff.
• Research parts, obtain competitive bids/quotes from industrial suppliers and local distributors, and negotiate institutional volume pricing.
• Implement and maintain inventory tracking for stock parts (e.g., HVAC filters, light fixtures, pipe fittings, hardware, safety gear) to prevent stockouts and minimize downtime.
• Issue tools, supplies, and materials to facilities staff while logging usage to specific work orders or campus building budgets
• Assist in issuing, tracking, and maintaining records for departmental power tools, machinery, and safety equipment.

3. Financial & Vendor Administration

• Perform three-way matching (PO, packing slip, and invoice) before routing documentation to the Business Office for Accounts Payable processing.
• Maintain SDS (Safety Data Sheets) documentation for all incoming chemicals, lubricants, and hazardous materials in compliance with OSHA standards.
• Track active purchase orders, communicate backorder statuses to the Facilities Director and maintenance managers, and manage returns/vendor credits.

Qualifications & Competencies

Education: High school diploma required; trades certification or coursework in supply chain, logistics, or construction management preferred.

Experience: 3+ years in industrial/commercial receiving, maintenance purchasing, warehouse management, or supply chain support within facilities, construction, or institutional plant management.

Technical Skills: Hands-on familiarity with facilities trades terminology, maintenance supplies, and hardware.

• Experience with Computerized Maintenance Management Systems (CMMS) or inventory tracking software (e.g., School Dude)
• Proficiency in MS Excel/Google Sheets for inventory logging and cost tracking.
• Valid driver’s license required.
• Ability to lift, push, and carry up to 75 lbs regularly and navigate an expansive physical campus in all weather conditions
• Must pass a background check and fingerprinting required for working on an educational campus with minors.

Key Skills & Workplace Characteristics

• Technical Knowledge: Understanding of general building maintenance, hardware, grounds, and trade components to ensure correct parts are ordered and delivered.
• Proactive Organization & Customer Service: Ability to anticipate facilities needs (e.g., winterizing supplies, summer renovation project prep, spring grounds setup). Approach job and requests with a customer service attitude.
• Communication: Clear coordination with maintenance trades, campus project managers, and industrial vendors to keep facility operations running smoothly.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Avon Old Farms School does not discriminate on the basis of sex, race, religion, color, sexual orientation, or national or ethnic origin in the administration of its policies and programs. Candidates are selected by their qualifications to meet the needs of the position.