Procurement Coordinator

Full Time Clerical - North Hills, CA, US Salary Range: $25.00 to $28.00 Hourly Open 3 days ago (Requisition ID: 2096) Full-time position: Monday - Friday 7:30 AM – 4:00 PM Hope Mission Statement The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions. Position Purpose and Summary The Procurement Coordinator supports the organization’s purchasing activities to ensure goods and services are acquired efficiently, cost-effectively, and in compliance with nonprofit and grant funding requirements. Working under the supervision of the Procurement Supervisor, this role manages the purchasing cycle from requisition to order fulfillment, maintains vendor documentation, verifies invoices, tracks inventory, and ensures that all expenditures are properly coded and documented. The Coordinator works closely with finance and program teams across the organization and serves as a point of contact for staff and vendors on procurement questions and order status. This role requires strong attention to detail, comfort with compliance-driven processes, and the ability to manage a steady volume of purchasing activity with accuracy and follow-through. Responsibilities Purchase Orders and Requisitions Process purchase orders in compliance with company policies and grant requirements. Manage the procurement process from requisition through order placement and fulfillment. Review and approve purchase requisitions for accuracy and proper authorization. Compare pricing, specifications, and delivery terms before order placement. Respond to staff inquiries regarding order status, changes, or cancellations in a timely manner. Vendor Management Set up vendor accounts and maintain required documentation for contracts and compliance. Assist with vendor onboarding, including collection of required forms such as W-9s. Manage vendor records and support accounts payable as needed. Ensure all vendors meet organizational procurement standards and compliance requirements. Guide staff and vendors on purchasing rules as needed. Invoice Verification and Financial Coding Verify invoices against purchase orders and bids. Coordinate with warehouse staff to confirm accurate deliveries. Ensure accurate coding of all expenses including general ledger, grant, and classification codes. Investigate and resolve data or documentation discrepancies. Communicate findings and updates to the Procurement Supervisor. Track inventory movement and complete required documentation for accounting purposes. Inventory and Shipping Monitor inventory levels and coordinate with operations to maintain adequate stock. Track orders, shipments, and delivery timelines to ensure timely fulfillment. Receive, inspect, and distribute incoming packages as needed. Ensure proper handling and documentation. Records and Reporting Maintain organized digital and physical procurement records for easy retrieval. Maintain purchasing records, reports, and pricing lists. Support special projects and analysis as assigned by the Procurement Supervisor. Perform additional duties as assigned. Qualifications High school diploma required. Associate’s or bachelor’s degree in business, finance, accounting, or a related field preferred. Two to three years of experience in procurement, purchasing, or administrative and finance support. Experience in a nonprofit or grant-funded environment is preferred. Experience with accounting or ERP systems preferred. Basic understanding of procurement policies, compliance requirements, and grant purchasing rules. Skills Processes a high volume of purchasing transactions with accuracy, consistency, and attention to detail. Navigates compliance requirements for nonprofit and grant-funded procurement without ongoing supervision. Communicates clearly and professionally in writing and verbally with staff, vendors, and leadership. Identifies discrepancies in invoices, orders, and documentation and resolves them efficiently. Manages multiple open orders and competing priorities without losing track of timelines or accuracy. Maintains organized records systems, both digital and physical, that others can access and rely on. Works collaboratively across finance and program departments with a service-oriented approach. Proficient in Microsoft Excel, Microsoft Office, and accounting or ERP software systems. Handles sensitive financial and vendor information with discretion at all times. Mandatory Requirements Background Screening – Employment is contingent upon the successful completion of background checks as required by the worksite. Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy. Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record. Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US. Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards. Must have reliable transportation. Must have proof of vehicle insurance coverage. Must have a valid CA driver's license. Must be able to qualify for HTM’s commercial insurance coverage. Physical Demands, Environmental Conditions, Equipment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The employee is required to walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for administrative and clerical tasks; lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Work Environment The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention. Equal Employment Opportunity Statement HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. Applicants do not need to disclose their criminal history or participate in a background check until a conditional job offer is made. If a conviction is directly related to the job, the applicant may explain the circumstances, provide mitigating evidence or challenge the accuracy of the background report. For more information, visit the California Department of Fair Employment and Housing’s Fair Chance Act webpage. #J-18808-Ljbffr Hope the Mission