Receiving and Inventory Coordinator

Job Description

Job Description

Operation Kindness Humane Society is seeking a Receiving and Inventory Coordinator   to join our team! Operation Kindness is a pioneer in Texas for assisting animals in need of veterinary care, companionship and most of all, a home. We operate a lifesaving animal welfare organization, helping pets and people.

We provide a fun and rewarding work environment with excellent benefits. Both weekend days and holiday availability is required. Hourly employees receive time and a half pay if scheduled to work on 10 company designated holidays.

The schedule is Tuesday-Saturday 9:00am-5:30pm

JOB TITLE:  Receiving and Inventory Coordinator

REPORTING RELATIONSHIP:  Director of Facilities

POSITION OVERVIEW:  The Receiving and Inventory Coordinator is primarily responsible for receiving shipments, maintaining accurate inventory, and coordinating the timely delivery and distribution of supplies, materials, and equipment throughout Operation Kindness. The role ensures that items are inspected, documented, stored, and delivered to the appropriate departments while maintaining organized and safe stock areas. This position also serves as the backup Purchasing Coordinator during absences, increased workload, or as needed to support daily operations.

POSITION RESPONSIBILITIES:

Receiving and Deliveries

• Receive, unload, inspect, and verify incoming deliveries of food, medical supplies, cleaning products, office supplies, facilities materials, equipment, and other items used in shelter operations.
• Match shipments against purchase orders, packing slips, and receiving records; promptly report shortages, damage, incorrect items, and other discrepancies.
• Sort, stage, and deliver supplies to the correct departments, storage locations, and facilities in an accurate and timely manner.
• Coordinate daily pickups, internal deliveries, and transfers between departments or facilities, with clear records of items received and distributed.
• Work with purchasing staff, vendors, and requesting departments to resolve delivery issues, track shipments, and coordinate returns or replacements.
• Operate company vehicles, golf carts, and utility vehicles as needed to transport and deliver supplies, equipment, and materials between organizational facilities, departments, and other designated locations while adhering to all applicable safety policies and procedures.

Inventory Control and Storage

• Maintain accurate inventory records by documenting receipts, stock movements, distributions, adjustments, and returns in designated systems.
• Organize inventory rooms, supply areas, and receiving spaces; ensure items are labeled, accessible, secured, and stored appropriately.
• Perform routine cycle counts and physical inventory checks; investigate discrepancies and maintain accurate stock quantities and locations.
• Monitor stock levels, usage, and expiration dates; notify the Purchasing Coordinator when replenishment is needed to prevent shortages or excess inventory.
• Use appropriate stock rotation practices, including first-in, first-out or earliest-expiration-first-out where applicable, to reduce waste.
• Coordinate with animal care, medical, facilities, and operations teams to anticipate supply needs and support efficient inventory distribution.

Backup Purchasing and Administrative Support

• Serve as the designated backup for the Purchasing Coordinator during scheduled time off, unexpected absences, or high-volume periods.
• When providing purchasing coverage: process authorized requests and purchase orders, place approved orders, communicate with vendors, and track order status in accordance with established procedures.
• Maintain receiving and purchasing records and assist purchasing and accounting staff with invoice verification, order discrepancies, and related follow-up as needed.

GENERAL RESPONSIBILITIES:

• Reports suspicion of animal abuse or neglect to any Manager or above immediately.
• Reports any unsafe working conditions to any Manager or above immediately.
• Maintains client, donor, volunteer, and staff confidentiality at all times.
• Follows SOPs and other safety regulations at all times.
• Completes all necessary and requested training in accordance with shelter policy.
• Attends staff meetings.
• Participates in shelter events as requested by Supervisor.
• Performs other duties as requested or assigned.

POSITION REQUIREMENTS:

Education Requirements:

• High School Diploma or equivalent required.

Experience Requirements:

• At least 1 year of experience in receiving, inventory management, warehousing, distribution, or purchasing preferred.
• At least 2 years of work experience involving detail-oriented responsibilities.
• Strong organizational skills and attention to detail, with the ability to manage multiple deliveries, requests, and priorities.
• Effective communication and customer service skills for working with vendors and internal departments.
• Proficiency with Microsoft Office and the ability to learn inventory, purchasing, and order-tracking systems.
• Basic math skills and the ability to reconcile quantities, maintain records, and identify inventory discrepancies.
• Ability to work independently, prioritize tasks, and perform routine physical duties safely and efficiently.
• Willingness to become familiar with veterinary medical supplies, terminology, and applicable storage requirements.
• Valid driver's license and an acceptable driving record.

Personal Requirements:

• Feels and expresses a genuine liking for animals and for working in an animal care environment.
• Supports Operation Kindness's mission and understands how it is organized and functions as a non-profit organization.
• Is able to work equally well with staff members, clients, and volunteers and relate respectfully to persons with varied backgrounds and beliefs.
• Has a positive attitude and is open to new ideas.
• Physical Effort: Requires frequent standing, walking, bending, reaching, pushing or pulling carts, and lifting or carrying shelter supplies and materials weighing up to 40 lbs. Assistance or appropriate equipment will be used for heavier items. Some sitting and computer work is required.
• Working Conditions: May be exposed to unpleasant odors, noises, and animal feces, as well as potential bites, scratches, and animal diseases.

Compensation:

• Position is regular, full-time and hourly, non-exempt.
• Compensation varies

A background check and drug screen is a part of the hiring process at Operation Kindness.

Operation Kindness Human Society is an Equal Opportunity Employer. We do not discriminate based upon race, religion, color national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristic or status.

Tuesday-Saturday 9:00am-5:30pm