Inventory and Receiving Manager

Job Description

Job Description

JOB SUMMARY

Under the general supervision of the Sr. Director of Projects and Facilities Management, the Inventory and Receiving Manager is responsible for the day-to-day oversight of receiving, inventory control, storage, organization, and distribution of materials, supplies, tools, equipment, and project-related items across the Glencroft campus. This position supports Facilities Management, Environmental Services, renovations, maintenance operations, and other campus needs by maintaining adequate stock levels, ensuring accurate receiving and inventory records, coordinating with vendors, and supporting timely material readiness for work orders, repairs, and campus projects.

PRIMARY ACCOUNTABILITY

The Inventory and Receiving Manager must have hands-on familiarity with established practices and procedures in inventory control, receiving, materials management, facility supplies, equipment tracking, and vendor coordination. The incumbent must have strong organizational skills, good management practices, and the ability to maintain accurate records, control costs, and maintain good rapport with residents, staff, vendors, and departments across the Glencroft campus. The Inventory and Receiving Manager will possess a genuine interest in and concern for geriatric, chronically ill, and/or disabled persons. Must be able to fluently communicate in, or to take or give direction or guidance in, the English language.

ESSENTIAL FUNCTIONS

1. Regular attendance is considered an essential function of this position and is necessary for the efficient operation of the business.

2. Responsible to monitor, direct, and supervise assigned Inventory and Receiving staff; participates in organizing and planning department activities to ensure adequate and appropriate inventory, receiving processes, storage systems, and distribution of materials.

3. Responsible to oversee the receiving of stock, supplies, equipment, tools, appliances, furniture, renovation materials, and other campus-related deliveries; verifies correct receipt of stock, documents shortages, damages, returns, backorders, and discrepancies, and communicates issues to vendors and appropriate departments.

4. Responsible for maintaining adequate supply levels for Facilities Management, Environmental Services, renovation projects, maintenance operations, and general campus needs, including but not limited to paint, plumbing, electrical, HVAC, appliances, hardware, safety supplies, tools, equipment, and other materials necessary to support campus operations.

5. Establishes, maintains, and monitors organized storage areas, shelving systems, labeling, inventory locations, and material staging areas to ensure safe, clean, efficient, and accessible inventory and receiving operations.

6. Oversees inventory control including regular cycle counts, monthly inventory records, annual physical inventory counts, ongoing computer entries, equipment tracking, rented equipment tracking, and appropriate documentation of material usage.

7. Coordinates with the Sr. Director of Projects and Facilities Management, department leaders, project teams, and maintenance staff to forecast upcoming material needs, plan project-related purchases, stage materials, and prevent delays due to shortages or lead-time issues.

8. Maintains minimum and maximum stock levels for high-use materials and supplies; identifies slow-moving, obsolete, duplicate, or excess inventory and makes recommendations for appropriate use, disposal, or reordering adjustments.

9. Oversees orders with vendors in accordance with campus needs, project requirements, approved budgets, and departmental requisitions; monitors vendor pricing, availability, delivery timelines, and service levels to support cost-effective purchasing.

10. Processes invoices, packing slips, purchase orders, receipts, and other inventory documentation in accordance with established accounting policies and procedures.

11. Monitors budget allocations and provides budgetary input, usage reports, cost information, and recommendations to the Sr. Director of Projects and Facilities Management and appropriate accounting personnel.

12. Maintains appropriate safety practices within receiving and storage areas, including safe material handling, housekeeping, equipment use, chemical storage, SDS/MSDS record keeping, and appropriate separation and storage of hazardous or regulated materials.

13. Ensures department compliance with applicable Federal, State, and Local laws, safety requirements, and established standards, goals, policies, and procedures.

14. Coordinates timely distribution of materials and supplies to departments, work areas, units, and project locations while maintaining professional conduct and minimizing disruption to residents, visitors, and staff.

15. Participates in departmental meetings, in-service education, training, emergency preparedness activities, and other required organizational programs.

16. Provides direct supervision, coaching, training, workload assignment, and performance feedback for assigned Inventory and Receiving staff.

17. Assumes responsibility for establishing and maintaining good interdepartmental and intradepartmental relationships and effective communication with department leaders, project teams, vendors, residents, and staff.

18. Performs other duties as assigned.