Purchasing and Inventory Coordinator

Purchasing & Inventory Coordinator Department: Facilities Reports To: Director of Facilities and Infrastructure FLSA Status: Non-Exempt Employment Status: Full-Time This is an onsite position located in Houston, Texas. Position Summary The Purchasing & Inventory Coordinator is responsible for coordinating organizational purchasing activities, developing and maintaining an effective inventory management system, and supporting Santa Maria Hostel’s Request for Proposal (RFP) and competitive procurement processes. This position will help ensure departments have the supplies, equipment, materials, and services needed to operate effectively while strengthening organizational controls around purchasing, inventory, vendor selection, storage, distribution, competitive procurement, documentation, and cost management. A key initial responsibility will be assessing Santa Maria’s current purchasing and inventory practices and helping establish consistent organization-wide systems for ordering, receiving, tracking, storing, and distributing supplies. The Coordinator will also help manage the organization’s RFP process from initial planning and development through solicitation, proposal tracking, evaluation support, selection documentation, and closeout. This position will maintain an organization-wide RFP calendar and help ensure competitive procurement processes are timely, organized, well documented, and consistent with organizational, grant, and funding requirements. Essential Duties And Responsibilities Purchasing and Procurement Coordinate routine purchasing of organizational supplies, equipment, materials, and services. Receive and process approved purchase requests from departments. Obtain pricing, bids, and quotes from vendors when appropriate. Prepare and submit purchase orders and other purchasing documentation in accordance with Santa Maria procedures. Maintain relationships with approved vendors and identify opportunities for improved pricing, service, and purchasing efficiencies. Track orders from purchase through delivery and resolve discrepancies, backorders, damaged items, and other issues. Maintain organized purchasing records, receipts, purchase orders, quotes, bids, and related documentation. Work with Accounting to ensure purchasing documentation is complete, expenses are appropriately coded and supported, and purchases comply with applicable funding and grant requirements. Assist leadership in identifying opportunities to consolidate purchases, negotiate pricing, improve vendor relationships, and reduce unnecessary spending. RFP and Competitive Procurement Management Coordinate and support the organization’s Request for Proposal (RFP), Request for Quote (RFQ), and other competitive procurement processes. Work with department leaders to identify upcoming purchasing, service, and contracting needs that may require an RFP or competitive procurement process. Maintain an organization-wide calendar of RFPs, renewals, competitive bids, and procurement deadlines. Assist departments in developing RFPs, including scopes of work, specifications, requirements, timelines, submission instructions, and evaluation criteria. Coordinate the preparation, internal review, approval, issuance, and distribution of RFP documents. Maintain templates and standardized documentation for RFPs and other competitive procurement activities. Track RFP timelines and milestones to ensure required steps are completed on schedule. Coordinate vendor communications during the RFP process, including distribution of RFPs, bidder questions, responses, clarifications, addenda, and submission deadlines. Receive, organize, and track vendor proposals and maintain appropriate confidentiality throughout the evaluation process. Develop evaluation tools, comparison worksheets, scoring matrices, and other materials to assist leadership and evaluation teams in reviewing proposals. Coordinate evaluation meetings, interviews, presentations, or other selection activities as…

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