Vendor & Inventory Coordinator

Job Description

Job Description

About Our Company:

At Da Vien Coffee, we are passionate about bringing the richness of Vietnamese coffee to the world while delivering exceptional experiences beyond the cup. Rooted in tradition, our high-quality coffee beans are handpicked from our hometown farms, offering an authentic, rich, and bold coffee. We are looking for enthusiastic, dependable, and hardworking individuals to join and grow with our Da Vien Coffee chain.

Job Description:

The Vendor & Inventory Coordinator keeps every Da Vien Coffee store stocked with the right products, at the right price, from the right vendors. This person is the day-to-day point of contact for our suppliers and stores on anything related to ordering, deliveries, pricing and inventory levels.

This is a relationship and problem-solving role, not an analyst role. Usage, cost-check, and inventory-forecast reports are already built by HQ as ready-made templates with step-by-step instructions. The coordinator runs them, reads the results, and acts on them: calling the vendor, fixing the PAR, or escalating a cost issue.

Reports To:  Founder and CEO

Department:  Operations/ Supply Chain

Job Type:

• Full-time
• In-person

Schedule Requirements:

• Monday-Friday, 40 hours per week, 
• Working hours scheduled within office hours of 8 am – 6 pm

• Able to work Holidays and weekends as needed
• Occasional overtime hours with approval as needed

Location/ Work Environment:

• Primary work location: Da Vien Headquarters in Garden Grove
• Occasional travel to Da Vien Stores as needed to complete job duties

FLSA Status:

• Non-exempt

Duties & Responsibilities

V endor relations 

• Be the direct contact for vendors communication
• Resolve delivery mishaps promptly: shorts, substitutions, damaged, late, or incorrect products, and credits and returns.
• Maintain regular check-ins with key vendors on services, lead times, case sizes and upcoming price changes.
• Keep vendor lists, contacts, order days, cut-off times and minimums up to date.
• Work with Accounting on invoice questions and credit follow-up.
• Spot overlapping vendors and items bought from more than one source.
• Recommend moving items to fewer, better-priced vendors and help negotiate pricing, rebates and delivery terms.
• Follow through on approved changes: update order guides, inform stores, and confirm the first orders land correctly.

Sourcing for new launches

• Work with R&D and Marketing on each new menu item or promotion to find, sample and approve ingredients and packaging.
• Request quotes, confirm lead times, MOQs and shelf life, and line up a backup supplier for critical items.
• Make sure every store has product supplied and available before launch day and plan the sell-through or wind-down of limited time items to avoid waste.

Logistics and expansion coordination

• Coordinate supply setup for new store openings: vendor accounts, delivery routes and days, opening orders and the store inventory sheet.
• Coordinate main kitchen transfers and distribution to stores as we grow into new areas.
• Track delivery schedules and fix gaps when a vendor cannot serve a new location.

Store inventory and PAR control

• Set, review and adjust PAR levels by store using the usage and inventory forecast reports.
• Review store orders against PAR and flag over ordering, under ordering and off list purchases.
• Check month end inventory counts for completeness and follow up with stores on missing or unusual counts.
• Lead the response when an inventory problem comes up: outages, recalls, a vendor shortage, or a store running low before a promo. Find a fix, tell the stores, and close the loop.

Pricing and COGS monitoring

• Run the monthly vendor price check and review price increases against the last invoice and contract price.
• Review store COGS results each month (actual vs. theoretical) and follow up with Store Managers on large gaps.
• Bring price increases and COGS risks to CEO and copying Accounting with a recommended action: push back on the vendor, switch the item, or adjust the recipe or menu price.

Knowledge, Skills, & Abilities

• Knowledge of inventory management principles, including PAR levels, stock replenishment, product shelf life, and inventory control.
• Knowledge of vendor coordination, purchasing procedures, delivery requirements, and basic cost control practices.
• Skill in communicating with vendors and internal teams to resolve ordering discrepancies, delivery issues, pricing concerns, and credit requests.
• Skill in using Microsoft Excel, Microsoft 365, spreadsheets, and established inventory reports to monitor inventory levels and identify discrepancies.
• Ability to manage multiple priorities across store locations, meet deadlines, and maintain accurate records.
• Ability to exercise sound judgment, resolve urgent supply issues, and escalate concerns when appropriate.

Qualifications:

Required

• 2+ years in purchasing, inventory management, vendor coordination, or restaurant/café management with ordering duties (shift lead, assistant manager, or store manager).
• Strong verbal and written communication. Must be comfortable calling and negotiating credits with vendors; notifying Store Managers with store changes and updates
• Maintains strong organizational skills and reliability when managing multiple stores, coordinating with vendors, and meeting deadlines while ensuring timely follow-up on outstanding tasks.
• Basic Excel and Microsoft 365 experience, and ability to learn and run Da Vien standard reports by following set steps
• Demonstrates strong problem-solving skills, remains calm under pressure, and takes initiative to resolve urgent inventory or supply issues quickly
• Valid driver's license and reliable transportation for store and vendor visits.

Preferred

• Bachelor's degree in Business, Supply Chain, or Hospitality, or equivalent experience
• Knowledge of FIFO, shelf life, and food safety regulations
• Experience with broadline distributors (Sysco, US Foods) or specialty importers
• Experience in supporting new store openings and launching new menu items 
• Bilingual – Vietnamese/ English or Spanish/ English

Travel Requirements 

• Occasional travel from headquarters to store locations
• Ability to use a personal vehicle for business travel between company locations. 
• Approved business travel - mileage reimbursement in accordance with company policy

Compensation:

• $27-$32 per hour, based on experience 
• Sick Pay / 40 hrs. per year
• PTO / 80 hrs. per year
• Monthly cellphone reimbursement

Benefits:

• Medical, Dental, and Vision Insurance
• Paid Time Off (PTO)
• Paid Sick Leave
• Paid Holidays
• Paid Training
• 401(k)
• Employee Discount
• Complimentary Drinks
• Team Bonding/ Company holiday events
• Professional Development and Advancement Opportunities