Warehouse & Purchasing Coordinator

Job Summary The Warehouse & Purchasing Coordinator is responsible for managing LLV's warehouse inventory, purchasing materials for upcoming projects, preparing materials for field crews, and handling all shipping and receiving at LLV's place of business. This position also manages returned materials, including labeling, staging, restocking, and coordinating vendor returns and credits. The primary goal is to keep the warehouse organized, maintain accurate material records, and ensure technicians have the correct materials ready when needed. Responsibilities Warehouse Organization & Inventory Control Maintain an organized, clean, and safe warehouse. Keep accurate records of all warehouse parts, materials, equipment, and supplies, including quantities and storage locations. Label shelving, bins, and designated storage areas so materials can be located easily. Track materials entering and leaving the warehouse, perform regular inventory checks, and report shortages or discrepancies. Purchasing Materials for Upcoming Projects Serve as the primary purchaser for LLV's project materials. Work with Project Managers and the Operations Manager to review approved material lists, upcoming schedules, and required delivery dates. Check available warehouse inventory before placing orders to prevent unnecessary purchases. Confirm correct part numbers, quantities, pricing, and availability, and purchase within approved budgets and purchasing authority. Obtain approval before making material substitutions. Track each order from placement through delivery, follow up on backorders, and promptly communicate shortages or delays that could affect project schedules. Assist Project Material Staging Pull and organize materials for upcoming projects in designated staging areas. Label staged materials clearly with the project name or job number. Verify staged materials against the approved project material list and identify anything missing before the scheduled pickup or job start. Coordinate material pickups with Project Managers and field crews, and record materials issued to each project. Shipping & Receiving Manage all incoming and outgoing shipments at LLV's business location. Inspect incoming deliveries for damage and verify part numbers and quantities against purchase orders and packing slips. Document discrepancies, resolve delivery issues with vendors, and notify the appropriate team members when materials arrive. Place received materials in the correct inventory, project-staging, or returns area. Prepare outgoing shipments, verify shipping addresses, coordinate carrier pickups, and maintain shipment and tracking records. Returned Materials & Vendor Credits Receive and inspect materials returned from job sites. Determine whether items should be restocked, held for a project, returned to a vendor, or reviewed as damaged or defective. Clearly label and stage returns separately from available inventory. Include the project name, item description, quantity, return reason, and intended next action. Obtain vendor return authorizations when required, prepare return shipments, and track each vendor return until the office confirms the replacement or credit. Documentation & Team Communication Maintain current records of inventory, purchase orders, deliveries, staged materials, and returns in LLV's designated tracking system. Provide receipts, packing slips, and purchasing documentation to the appropriate office staff promptly, with the correct project or job number. Keep the Operations Manager and Project Managers informed of material readiness, outstanding orders, inventory concerns, and unresolved returns. Qualifications. Strong organization, attention to detail, and follow-through are essential. Candidates should be comfortable using computers and inventory or purchasing systems, communicating with vendors and field personnel, and managing multiple project deadlines. Warehouse, inventory control, or purchasing experience is preferred. Familiarity with …

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