Vendor & Inventory Coordinator

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. Know…

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