Supply Specialist

Job Summary

The Supply Specialist supports all locations by managing data entry, pricing, inventory, shipping, and related processes for all New Goods purchased for sale in Heart of Texas Goodwill locations. This role ensures accurate product information, proper inventory management, and timely preparation of orders for shipment.

Key Responsibilities

The following duties are representative of the essential functions of this position. Additional duties may be assigned as operational needs require.

Inventory & Purchasing

• Handle all aspects of ordering, shipping, and receiving new goods; prepare receipts for accounting vendors; check in shipments and report discrepancies to the supervisor; create purchase orders for all new goods, beverages, and relevant supplies.
• Maintain accurate counts of current inventory on hand; ensure established min/max quantities are maintained; report discrepancies to supervisor.
• Enter purchase data into the New Goods system, including cost factors and mark-up values; validate data using control methods and ensure accurate electronic receipt of vendor information.
• Apply price tags and labels to new goods items; sort and separate items by type, maintaining organization for easy access.

Store Order Fulfillment

• Select and prepare individual store orders for shipment; process store requests including transfer requests, inventory removals, and uniform items (t-shirts and vests).
• Load outgoing trucks and unload incoming shipments efficiently; follow proper handling procedures for all products to prevent damage.

Data Entry & Reporting

• Enter data for monthly supply orders; maintain accurate records of all transactions and inventory movement.
• Create and complete end-of-month reports, including the Expense and Inventory Reallocation Report, New Goods Supply Inventory Reallocation Report, and Write-off Report.

Vendor & Store Communication

• Serve as the point of contact for all stores and vendors; communicate effectively regarding operational issues, supply needs, and inventory discrepancies.

Workplace Standards

• Maintain a clean, organized, and safe work area at all times; follow all product handling procedures to prevent damage.
• Maintain a professional demeanor with coworkers, supervisors, and vendors at all times.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• All individuals must pass a drug screen. A criminal background check is required.
• Must have a valid driver's license and pass a motor vehicle report.
• Must be willing to accept instructions and carry them out with minimal supervision.
• Must be able to work and cooperate with others.

Education and/or Experience

A minimum of a high school diploma or general education degree (GED) and a minimum of 1 year of work experience in the customer service industry/position.

Minimum Requirements

• Proficiency with Microsoft Office Suite and Google Workspace/G-Suite required.

Knowledge, Skills, and Abilities

• Excellent written communication skills.
• Strong organizational skills and attention to detail.
• Ability to create and maintain effective working relationships in a collaborative team environment.
• Strong customer service skills and ability to work effectively with a variety of individuals and personalities.
• Ability to complete assignments independently, accurately, and on time.
• Ability to manage multiple priorities and adapt in a fast-paced, changing environment.
• Ability to manage time effectively, remain flexible, and shift priorities as needed.
• Ability to uphold high standards of confidentiality, ethics, integrity, and professionalism.
  Positive, professional, and service-oriented attitude.

Core Competencies

• Administrative Support & Coordination
• Data Entry & Report Accuracy
• Vendor Communication
• Communication & Collaboration
• Problem-Solving & Follow-Through

• Customer Service & Reception
• Inventory & Purchasing Support
• Organization & Attention to Detail
• Time Management & Prioritization
• Confidentiality & Professionalism

Physical Demands

The physical demands described here are representative of those that may be encountered by an employee performing the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is typically required to:

• Frequently required to communicate verbally and in writing with coworkers, supervisors, stores, and vendors.
• Frequently required to use a computer for data entry, inventory management, and reporting tasks.
• Frequently required to stand, walk, bend, and stoop while performing warehouse and inventory duties.
• Frequently required to lift, carry, push, and pull materials as part of shipping, receiving, and inventory duties.
• Occasionally required to drive to organizational locations to support supply and delivery needs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Primarily works in a warehouse and office environment at the Corporate location.
• Noise levels range from moderate in office areas to louder in shipping and receiving areas.
• Occasionally exposed to outdoor weather conditions when traveling between organizational locations.
• Occasionally exposed to fumes, airborne particles (lint and dust), and animal hair in retail or donation processing environments.

Discrimination Reports


It is the policy of Heart of Texas Goodwill to ensure equal employment opportunity in accordance with all state and federal regulations and guidelines. Employment discrimination against employees and applicants due to race, color, religion, sex (including sexual harassment and pregnancy), national origin, disability, age (40 years old or more), genetic information, military status, or veteran status is illegal. Any employee who believes they have been discriminated against may file a complaint with the Compliance Officer.


Point of Contact: Compliance Officer 1700 S New Road, Waco TX 76711 View phone number on click.appcast.io View email address on click.appcast.io