Operations and Purchasing Coordinator

Job Description

Job Description

Position Title: Operations & Purchasing Coordinator (Office + Facilities + Purchasing)

EOS Seats Covered: Operations Manager (Office + Facilities) + Purchasing Agent

Department: Operations (cross-functional support to Finance, Warehouse, and Product Development)

Location: On-site (office + facility/warehouse as needed)

Schedule: Monday–Friday (typical business hours; align to shipping/receiving needs)

Reports To: GM / Integrator (with coordination to Owner / Visionary for major vendor/facility spend)

Purpose

Keep the office and facility running cleanly and consistently and keep priority inventory in stock-through clean purchasing execution, clean receiving standards, and strong vendor follow-up-so operations can ship on time without admin friction or purchasing fire drills.

Outcomes This Role Owns

1) Office & facility run smoothly with documented procedures, reliable coordination, and proactive upkeep.

2) Company calendar + meeting backbone stays stable (accurate scheduling, clean coordination, facilitation support when needed).

3) Priority inventory stays in stock with disciplined reorders and minimal emergency buys.

4) POs and receiving are clean (accurate, on-time, documented; shortages/damages resolved fast).

5) Compliance/admin cadence stays current (annual filings/renewals tracked and completed; routed to experts as needed).

Accountabilities (Ownership Areas)

A) Office Operations + "Meeting Backbone"

Maintain company calendar and meeting schedule (accuracy, shared visibility, coordination).

Coordinate meetings and provide facilitation support as needed.

Maintain and publish office/admin procedures (clear, current, and followed).

B) Facilities + Vendor Coordination

Coordinate building upkeep, vendors, and routine maintenance.

Own cleanliness systems and cleaning rotation schedule.

Coordinate key facility items (ex: fire system maintenance) and ensure follow-through.

Track and manage facility-related renewals with appropriate escalation.

C) Purchasing Execution (POs + Vendor Cadence)

Execute purchasing system: PO accuracy, vendor cadence, reorder discipline.

Place and manage purchase orders (right items/qty/pricing/dates).

Track shipments; resolve shortages/damages; document vendor exceptions and prevention steps.

Source suppliers/quotes and support negotiation on pricing/terms/delivery schedules (as assigned).

D) Receiving Standards + Inventory/Data Handoffs (with Ops partnership)

Maintain receiving procedure standards and help train/refresh warehouse receiving practices (in partnership with Ops).

Ensure purchasing records and documentation are accurate and organized.

Maintain pricing/cost changes with clean handoffs to Bookkeeping/Data Support.

Support inventory system updates and data hygiene related to purchasing execution (decision rights stay aligned with Data Support where applicable).

E) Admin Compliance Cadence

Track annual filings and routine business paperwork.

Route specialized items to CPA/attorney/etc. as needed and track completion.

Maintain documentation so renewals/filings don't become emergencies.

Measurables (Starter Metrics)

Purchasing

Priority SKUs stay in stock with minimal emergency buys.

POs are accurate and on time (items, quantities, pricing, dates).

Vendor exceptions resolved quickly and prevented (documented root cause + prevention).

Operations / Office

Calendar/meeting schedule accuracy (minimal reschedules due to preventable errors).

Procedures are documented, current, and used (reduction in repeated "how do we do this?" issues).

Facilities / Compliance

Renewals/inspections/filings happen on time with no surprise lapses.

Facility issues are identified early, scheduled, and closed out.

Skills & Requirements

Strong organizational discipline: checklists, cadence, follow-through, documentation.

High attention to detail (PO accuracy, pricing, dates, receiving paperwork).

Clear communication for vendor coordination and internal handoffs.

Problem-solving under real operational constraints (shipping deadlines, backorders, facility issues).

Comfortable working across office + warehouse environments.

Basic spreadsheet competence (Excel/Google Sheets) for daily tracking.

Ability to do occasional physical warehouse support (standing periods; lifting up to ~40 lbs as needed).

Bookkeeping / Data Support: owns reporting/reconciliation and data definitions; this role provides clean inputs and executes updates tied to purchasing.

Product Development: owns new item requirements; this role supports sourcing inputs and executes purchasing/vendor management.

Warehouse/Receiving: this role sets/refreshes receiving standards and supports training; warehouse executes daily receiving with partnership.