Procurement Inventory and Receiving Coordinator

Job Description

Job Description

The Procurement, Inventory & Materials Coordinator is responsible for managing all company materials, equipment procurement, receiving, and inventory functions. This role ensures that all products and materials required for operations are purchased accurately, received properly, organized efficiently, and tracked within company systems.
The position also supports internal systems administration by maintaining accurate product configurations and procurement records within ConnectWise and other software platforms according to company standards and procedures. The role requires attention to detail, process adherence, and the ability to coordinate with vendors and internal teams to maintain operational efficiency.
Standards, processes, and Standard Operating Procedures (SOPs) may evolve as the company grows. The individual in this role is expected to adapt to updated procedures and maintain compliance with current company standards. (SOPs to be defined).
Key Responsibilities
Procurement & Vendor Management
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Research and confirm best pricing, availability, and delivery timelines for equipment and materials.
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Purchase equipment, materials, and supplies required for company operations.
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Open and manage vendor accounts as required (excluding Accounts Payable functions).
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Coordinate vendor communications regarding orders, delivery schedules, and returns. Report and update documentation for internal teams.
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Manage returns and replacement requests with vendors as required.
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Process vendor invoices in accordance with company procedures .
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Create procurement tickets within ConnectWise as required.
Receiving & Inventory Management
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Receive shipments and verify accuracy of delivered items against purchase orders.
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Organize and store materials and equipment in designated inventory locations.
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Maintain accurate inventory records and stock levels.
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Track company-owned equipment and materials.
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Maintain organized inventory storage areas.
Weekly/Monthly Responsibilities
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Conduct full inventory audits of stock. (Currently not a requirement. We initially need an inventory count completed).
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Review and replenish expendable inventory.
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Identify older equipment for resale or disposal.
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Coordinate equipment disposition decisions with company management.
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Restock and log materials returning from offsite projects or service ticket work.
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Wrap, dispose of and organize any materials involving the purchasing department.

Administrative & Operational Responsibilities
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Maintain accurate documentation within company systems.
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Coordinate with internal departments regarding equipment needs and material availability.
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Ensure purchasing and inventory procedures align with company operational requirements.

Compliance & Workplace Standards
The employee must adhere to all company workplace policies including:
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Proper clock-in and clock-out procedures
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Company code of conduct
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Internal operational standards and procedures
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Updated SOPs as issued by management
Qualifications
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Experience with inventory management or purchasing
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Familiarity with procurement processes
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Experience with PSA/ERP systems such as ConnectWise (preferred)
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Maintain a positive, solution-oriented approach when handling unexpected challenges or tight deadlines.
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Successfully manage multiple projects, competing deadlines, and shifting priorities without compromising on quality.
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Strong organizational skills and attention to detail
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Professional communication skills for vendor coordination
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Basic understanding of IT or technology products is helpful
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Support continuous improvement of materials management processes.
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Perform additional duties as needed to support operational efficiency and team collaboration.
Compliance & Workplace Standards
The employee must adhere to all company workplace policies including:
•
Proper clock-in and clock-out procedures
•
Company code of conduct
•
Internal operational standards and procedures
•
Updated SOPs as issued by management
Qualifications
•
Experience with inventory management or purchasing
•
Familiarity with procurement processes
•
Experience with PSA/ERP systems such as ConnectWise (preferred)
•
Maintain a positive, solution-oriented approach when handling unexpected challenges or tight deadlines.
•
Successfully manage multiple projects, competing deadlines, and shifting priorities without compromising on quality.
•
Strong organizational skills and attention to detail
•
Professional communication skills for vendor coordination
•
Basic understanding of IT or technology products is helpful
Physical Requirements
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Ability to lift up to 25 lbs.
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Ability to regularly stand, walk, bend, stoop, kneed, stoop throughout the workday.
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Ability to safely move inventory and equipment within warehouse, office and staging environments.
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Ability to operate standard office equipment within warehouse, office and staging environments.
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Ability to maintain organization and attention to detail while managing multiple incoming and outgoing shipments, inventory transactions and procurement activities.
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Regular and reliable attendance is required to support operational and project needs.