JOB TITLE

Purchasing/Fleet Coordinator Updated:

8/2026

DIVISION:

Operations

REPORTS TO

Operations Manager

FLSA STATUS

Non-Exempt

WORK HOURS

Monday - Friday 8AM - 5PM

NATURE OF WORK

The Purchasing/Fleet Coordinator serves as a centralized Operations resource for agency purchasing, supply and inventory management, and fleet administration. The position coordinates the cost-effective procurement of materials, supplies, and services; maintains accurate purchasing and fleet tracking records; supports appropriate inventory levels across agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The position exercises appropriate independent judgment within established agency policies, procedures, budgets, and approval requirements.

ESSENTIAL DUTIES

Serve as the primary Operations point of coordination for agency purchasing, supply tracking, inventory management, and fleet administration. Source and evaluate suppliers, compare and negotiate pricing, select vendors as appropriate, and create purchase orders within established agency policies, budgets, approval requirements, and purchasing procedures. Maintain detailed and accurate purchasing records in designated agency tracking systems, including request status, vendor information, order information, expected delivery information, and supporting documentation. Provide timely communication to program leadership regarding the purchasing process, order status, significant delays, expected shipments, and deliveries requiring coordination. Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues. Submit completed purchase orders and required supporting documentation to Finance/Accounting for reconciliation and payment processing in accordance with established procedures. Monitor supply utilization and inventory levels across agency programs and develop standardized replenishment practices that support appropriate stock levels while reducing unnecessary purchasing, shortages, and excess inventory. Conduct or coordinate routine physical inventories at designated residential sites and other locations as assigned, maintain accurate inventory records, and identify replenishment needs. Use purchasing and inventory information to identify trends, standardize commonly used items when appropriate, improve vendor and pricing decisions, and support responsible stewardship of agency resources. Maintain a detailed and current shared fleet tracking record, including vehicle assignment/location, registrations, inspections, preventive maintenance, repairs and service history, and other required fleet information. Ensure vehicle registrations, inspections, required documentation, preventive maintenance, repairs, and scheduled servicing remain current. Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting vehicles when needed as part of routine fleet responsibilities. When assistance from employees outside the fleet function is needed, coordinate that assistance through the appropriate supervisory channels based on operational need and staff availability. Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to support safe and efficient utilization of agency vehicles. Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and equipment. Ensure required driver information is maintained and assist with verification of licensing and training requirements in accordance with agency policies and procedures. Maintain driver information in applicable insurance and fuel card systems and coordinate updates as needed. Maintain organized purchasing, inventory, and fleet records that provide leadership with visibility into open, pending, delayed, and completed work and support continuity during staff absences or transitions. Identify opportunities to improve purchasing, inventory, and fleet processes and participate in implementation of approved workflow, tracking, and automation improvements. Other duties as assigned.

MINIMUM QUALIFICATIONS

Ability to perform Essential Duties as outlined below. High School diploma or equivalent. 2+ years in purchasing, fleet management, inventory management, or another administrative role. Strong organizational and time management skills. Proficient in Microsoft Excel and able to maintain detailed electronic tracking records. Ability to read, write, understand, and speak the English language. Ability to effectively communicate verbally and in writing with agency staff, vendors, and external organizations. Must demonstrate integrity and comply with confidentiality requirements concerning client rights, HIPAA regulations, and purchasing and accounting transactions and records. Strong attention to detail and accuracy. Ability to manage multiple priorities and projects while meeting deadlines. Ability to work with limited direct supervision while following established departmental processes, reporting relationships, and safety procedures.

PREFERRED QUALIFICATIONS

Associate's or Bachelor's Degree