Inventory Specialist

Position Summary The Inventory Specialist is responsible for maintaining accurate inventory levels and ensuring the campus has the products, supplies, and materials necessary to support students, instructional programs, student salon/clinic operations, and retail activities. This position manages the day-to-day inventory process, including physical inventory counts, purchasing, receiving, stocking, product distribution, inventory transfers, discrepancy resolution, and inventory recordkeeping. The Inventory Specialist is expected to maintain organized and secure inventory areas, identify potential shortages or discrepancies before they impact campus operations, and exercise appropriate controls over company inventory. The Inventory Specialist reports to the Campus Director and works closely with Corporate Inventory, Accounting, faculty, and other campus personnel. Essential Job Responsibilities Inventory Management & Control Maintain accurate inventory records for student supplies, dispensary products, retail products, kits, and other assigned inventory. Conduct required physical inventory counts, including monthly counts, and reconcile physical quantities to inventory records. Accurately enter and maintain on-hand inventory quantities within designated company systems. Investigate inventory discrepancies and promptly communicate unresolved discrepancies to the Campus Director, Corporate Inventory, and Accounting as appropriate. Record and track inventory transfers between campuses or departments. Monitor inventory levels to identify shortages, overstock, unusual usage, or other potential concerns. Maintain appropriate minimum and maximum inventory levels based on campus needs and established guidelines. Proactively communicate low inventory levels to campus leadership before they affect student or instructional operations. Maintain organized inventory storage areas to allow products to be easily identified, counted, rotated, and distributed. Follow established inventory controls to minimize product loss, waste, damage, expiration, and unauthorized use. Monitor product expiration dates, where applicable, and appropriately rotate inventory. Ensure inventory is properly secured and access is limited in accordance with company procedures. Participate in inventory audits and provide supporting documentation as requested. Purchasing & Ordering Review inventory levels and anticipated campus needs to determine appropriate product and supply orders. Prepare recurring and supplemental inventory orders for Campus Director approval. Ensure orders are reasonable based on current inventory, historical usage, student population, upcoming starts, promotions, and anticipated campus needs. Submit approved purchase orders to designated vendors in accordance with company procedures. Maintain accurate records of submitted orders and expected delivery dates. Track outstanding orders through receipt and resolution. Follow up with vendors regarding backorders, shortages, substitutions, damaged products, or delayed shipments. Communicate significant purchasing or supply-chain concerns to campus and corporate leadership. Avoid unnecessary over-ordering while ensuring adequate supplies are available to support campus operations. Receiving & Stocking Receive incoming inventory and verify shipments against purchase orders, packing slips, and invoices. Confirm product quantities, condition, and accuracy before accepting inventory into stock. Identify shortages, overages, damaged products, incorrect items, or other discrepancies and promptly communicate them to the vendor and appropriate company personnel. Accurately record received inventory within designated company systems. Maintain documentation supporting inventory receipts and discrepancies. Unpack, organize, label, and shelve incoming inventory in designated locations. Ensure products are properly rotated and stored according to manufacturer requirements and company procedures. Follow up on outstandi…

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