Find & Apply For Inventory / Supply Specialist Jobs in Costa Mesa, California

Inventory & Materials Coordinator Active Learning - 1.2 Costa Mesa, CA Job Details Full-time $25 an hour 2 hours ago Qualifications Google Sheets ERP systems Databases Data integrity and documentation Attention to detail Organizational skills Warehouse experience Cross-functional collaboration Technical Proficiency Excel data analysis

Full Job Description Starting Pay:

$25.00 per hour

Schedule:

Full-Time, Monday-Friday Office Location:

Costa Mesa, CA Position Summary Active Learning is seeking a highly organized, detail-oriented, and technology-savvy Inventory & Materials Coordinator to oversee company supplies, instructional materials, equipment, inventory records, and related administrative systems. This position will be responsible for maintaining accurate inventory across our programs, organizing and tracking materials, updating inventory information within our ERP system, and ensuring staff and management have clear visibility into available supplies and equipment. The Inventory & Materials Coordinator will also maintain our digital inventory catalog by photographing items, uploading photos, and keeping inventory information on the company website accurate and current. The ideal candidate is someone who enjoys organization, systems, technology, and keeping large amounts of materials accurate, accessible, and well maintained. This position requires excellent follow-through, attention to detail, and the ability to independently identify inventory needs, discrepancies, shortages, and opportunities for improved organization. Key ResponsibilitiesInventory Management Oversee and maintain accurate inventory of company supplies, instructional materials, curriculum materials, equipment, and program resources. Track incoming and outgoing inventory. Maintain accurate inventory quantities and records. Conduct regular physical inventory counts. Reconcile physical inventory with digital inventory records. Identify missing, damaged, low-stock, or incorrectly recorded items. Maintain organized storage areas and inventory locations. Create clear systems for labeling, categorizing, and storing materials. Monitor inventory levels and notify management when supplies need to be reordered. Help establish minimum inventory levels for commonly used supplies. Reduce unnecessary duplicate purchasing by maintaining accurate visibility into existing inventory. Ensure inventory systems remain current and reliable. Supplies & Materials Coordination Coordinate supplies and materials needed for company programs and school sites. Prepare and organize materials for distribution. Track supplies and equipment assigned to specific schools, instructors, departments, or programs. Coordinate the return of reusable equipment and materials. Maintain accountability for shared equipment. Assist with transferring and redistributing supplies between locations. Prepare materials for new programs, school sites, trainings, and special events. Work with program leadership to understand upcoming supply and material needs. Help ensure instructors receive the appropriate materials before programs begin. Maintain organized systems for returned, reusable, and shared supplies. Assist with staging and preparing supply orders for distribution. ERP System Management The Inventory & Materials Coordinator will work within the company's ERP system to maintain accurate inventory information.

Responsibilities may include:

Entering new inventory items. Updating inventory quantities. Maintaining item descriptions. Recording inventory movement. Updating inventory locations. Tracking purchases and received materials. Reconciling system records with physical inventory. Maintaining item categories and classifications. Generating inventory reports. Identifying discrepancies between system inventory and physical inventory. Keeping inventory records current and organized. Updating item status when supplies are used, moved, returned, or retired. Previous ERP experience is strongly preferred. Experience with inventory management systems, warehouse software, purchasing platforms, or similar business systems may also be considered. Website Inventory Catalog This position will help maintain an organized digital catalog of company supplies, materials, and equipment.

Responsibilities may include:

Photographing inventory items. Taking clear and consistent photos of supplies and equipment. Uploading inventory photos to the company website. Updating item descriptions and information. Organizing inventory into appropriate website categories. Adding new materials and equipment as they are purchased. Removing or updating items that are no longer available. Ensuring website inventory information accurately reflects available resources. Maintaining consistent naming and organization across the digital inventory catalog. Periodically reviewing website inventory to ensure information remains current. The goal is to create an easy-to-use visual inventory system so staff can clearly see what materials and equipment are available before requesting or purchasing additional supplies. Inventory Organization & Systems Develop and maintain efficient systems for organizing supplies and materials. Create clear labels and storage systems. Maintain accurate storage-location records. Create inventory trackers when needed. Develop processes for checking materials in and out. Assist with creating procedures for requesting supplies. Maintain records of equipment assigned to employees or locations. Recommend improvements to inventory processes and organization. Help streamline how supplies are ordered, stored, distributed, returned, and reused. Maintain consistency in how materials are categorized and labeled across storage areas and digital systems. Identify opportunities to improve organization and reduce wasted time or unnecessary purchases. Data & Administrative Tracking Maintain inventory spreadsheets, databases, and system records. Use Google Sheets to track supplies, equipment, purchases, and distribution. Maintain accurate records of inventory quantities and locations. Sort, filter, organize, and reconcile inventory information. Identify discrepancies, duplicate records, or missing information. Prepare inventory summaries and reports for management. Track purchasing and inventory usage when requested. Maintain organized documentation related to inventory and materials. Assist management with reviewing inventory data and identifying trends. Google Sheets Skills Candidates should be comfortable using Google Sheets for inventory tracking and reporting.

Preferred skills include:

Filters and sorting Conditional formatting Data validation

COUNTIF / COUNTIFS SUMIF / SUMIFS

XLOOKUP and/or VLOOKUP Pivot tables Cross-sheet references Inventory tracking Duplicate identification Creating organized tracking systems Candidates should be comfortable working independently in Google Sheets rather than only entering information into existing spreadsheets. Purchasing & Receiving Support Assist with receiving supply and equipment deliveries. Verify received items against purchase orders, invoices, or packing lists. Confirm quantities and condition of delivered materials. Report missing, incorrect, or damaged items. Organize and store newly received inventory. Update ERP and inventory records after deliveries are received. Assist management with identifying commonly purchased supplies and inventory trends. Help ensure materials are purchased thoughtfully and efficiently. Identify opportunities to reuse or redistribute existing supplies before new purchases are made. Help track outstanding, delayed, or incomplete orders. Required Qualifications Previous experience in inventory management, materials coordination, operations, logistics, purchasing, warehouse administration, or a similar role. Strong organizational skills. Exceptional attention to detail. Comfortable working with both physical inventory and digital systems. Strong computer and technology skills. Proficiency with Google Sheets. Ability to maintain accurate records. Ability to manage multiple priorities and deadlines. Strong written and verbal communication skills. Ability to work independently and take ownership of assigned responsibilities. Ability to identify problems and resolve discrepancies. Comfortable photographing, cataloging, and documenting inventory. Ability to work collaboratively with multiple departments. Strong follow-through and accountability. Ability to learn new software and systems quickly. Preferred Qualifications Previous ERP system experience. Experience with inventory management software. Experience managing supplies or equipment across multiple locations. Experience maintaining digital inventory catalogs. Experience with website content management systems. Experience with purchasing and receiving. Experience with Google Sheets formulas and reporting. Experience creating inventory processes or organizational systems. Experience supporting organizations with multiple program locations or field-based staff. Confidentiality & Professionalism This position may have access to internal company information, purchasing records, operational information, and company equipment. The Inventory & Materials Coordinator must demonstrate a high level of: Professionalism Discretion Accuracy Reliability Accountability Integrity Company information, inventory records, purchasing information, and internal operational information should be handled professionally and only shared when appropriate. The Person We Are Looking For We are looking for someone who genuinely enjoys organization. The ideal candidate sees a supply room, inventory list, or tracking system and immediately thinks about how it can be better organized, labeled, tracked, and maintained. The right person will not simply wait to be told that supplies are running low or that inventory information is incorrect.

They will regularly notice:

What is running low. What needs to be reordered. What has not been returned. What is missing. What is damaged. What is sitting unused. What could be redistributed instead of repurchased. What information needs to be corrected in the ERP system. What items need updated photos or descriptions on the website. What processes could be improved to make inventory easier to manage. We are looking for someone who is: Extremely organized Detail-oriented Tech-savvy Proactive Dependable Resourceful Accurate System-oriented Comfortable working independently Strong with follow-through Comfortable managing both physical and digital inventory Comfortable learning new technology Able to identify inefficiencies and improve processes Able to communicate professionally with staff and management Physical Responsibilities Because this position manages physical supplies and materials, candidates should be comfortable: Organizing storage areas. Moving and arranging boxes and supplies. Unpacking deliveries. Preparing materials for distribution. Conducting physical inventory counts. Photographing equipment and materials. Moving throughout storage and office areas as needed. Reasonable accommodations may be provided as required. What Success Looks Like A successful Inventory & Materials Coordinator will help ensure that: Inventory records are accurate and current. Supplies and equipment are organized and easy to locate. Physical inventory matches ERP records. Staff can clearly see what materials are available. Website inventory photos and descriptions remain current. Supplies are distributed efficiently. Returned equipment is tracked and accounted for. Missing or damaged items are identified quickly. Low-stock items are identified before they become urgent. Existing supplies are reused whenever appropriate. Duplicate and unnecessary purchasing is reduced. Management has clear visibility into inventory levels and needs. Inventory systems become increasingly organized and efficient.

Compensation Starting Pay:

$25.00 per hour Compensation may be reviewed based on demonstrated performance, experience, technical proficiency, and the employee's ability to independently manage inventory, supplies, materials, ERP records, and the digital inventory catalog. Candidates with strong experience in inventory management, ERP systems, Google Sheets, purchasing, materials coordination, and digital cataloging are strongly encouraged to apply.

Pay:

$25.00 per hour Expected hours: 40.0 per week

Work Location:

In person