What are the responsibilities and job description for the INVENTORY CONTROL COORDINATOR position at Park City Communities?
Position Summary:
Reporting to the Procurement Manager, the Inventory Control Coordinator coordinates and oversees the authority's warehouse facility. You will maintain accurate records of inventory transactions, monitor stock levels, and ensure the proper receipt, storage, and distribution of materials and supplies for the Housing Authority. This position plays a vital role in supporting maintenance and operations by keeping accurate inventory records and ensuring that supplies are available to support the upkeep of public housing units. They are responsible for managing the authorities' inventory storage locations, including performing receiving/distribution functions for the Procurement Department and maintaining inventory control systems via YARDI. The individual may assist with preparing bids/RFPs and monitoring all documentation.
Key Duties/Essential Job Functions:
- Manage material receiving, inspection, and distribution functions, including material delivery to PCC's maintenance site/inventory storage/warehouse.
- Make regular inventory assessments to determine items to be ordered. Identify with Procurement and present supply, material, or equipment problems.
- Conduct routine (i.e., weekly, monthly, quarterly, and annual) physical inventory of the PCC's site maintenance storage location(s)/warehouse. Coordinate material disposition.
- Maintain records of audit of inventory, adjustment, and other metrics and prepare monthly/quarterly/annual reports of findings to the Manager of Procurement.
- Conducts monthly open order report reviews to ensure there is an accounting of any open orders outside of current monthly delivery—follow-up with warehouses to receive inventory on time.
- Performs yearly count of fixed assets at the sites. Records all inventory transactions in the YARDI software program (transfers, adjustments, new inventory, etc.)
- Performs quarterly inventory counts, reconciles discrepancies, researches any variances, and authorizes appropriate inventory adjustments.
- Report all discrepancies to the Manager of Procurement
- Maintain inventory control survey to assist the Manager of Procurement in determining whether the quality of purchases is meeting or exceeding standards required for an efficient operation.
- Maintain inventory of obsolete items and assist as directed in removing same from shelves of both site maintenance locations and/or site warehouses.
- Maintain stock and spot-check stock in any designated "weekend room" and/or individual BHA/PCC site complexes as directed.
- Coordinate with site Maintenance Foreman/Site Housing Managers to appropriately fill all stock requisitions and store items/materials.
- When necessary, assist the site Maintenance Foreman/Housing Manager with unloading all deliveries and check contents against packaging slips. Any required follow-up on short or over orders, incorrect orders, or quality issues on orders will be recorded and forwarded to the Manager of Procurement for final determination.
- Assist the Manager of Procurement with preparing management reports as needed. Tag fixed assets and enter information into the YARDI system correctly.
- Function as an interim Buyer, process requisitions, when necessary, for supplies, equipment, materials, and services following established procurement procedures.
- Audit Purchase Requisitions (PRQs), invoicing, and packing slips under the direction of the Manager of Procurement for over orders, duplicate orders, discrepancies, or missing orders.
- Maintain all Procurement Department records and files concerning requisitions, purchase orders, deliveries, and material distribution.
- Maintain a good working relationship with the Manager of Maintenance, Site Managers, Maintenance Foremen, and other management staff.
- Maintain the Purchasing Library
- Audit for appropriate security of BHA/PCC site maintenance inventory storage locations/ warehouse to limit access and prevent theft.
- Report inventory discrepancies & missing inventory for further investigation. Present any findings/concerns to the Manager of Procurement for further review with the Executive Office for appropriate action.
- Provide Maintenance Foreman / Site Housing Managers with feedback on cleanliness and order of site maintenance inventory storage locations/warehouse – ensure they are clean and orderly.
- Ability to operate pallet jack or forklift according to established safe practices or obtain appropriate certification within six (6) months from the hire date.
- Perform other duties as requested.
Education/Qualifications: High school diploma or equivalent, with at least three years of purchasing experience, inventory control management experience, and database management.
- Experience analyzing and reporting data regarding inventory issues, results, trends, and solutions.
- Experience working with public housing agencies, government programs, or maintenance operations preferred.
- Knowledge of MS Office Suite programs (i.e., proficient in Word, Excel, Outlook) and ability to work with Yardi/Visual Homes program, preferred.
- Candidate must have strong organizational skills, the ability to multi-task and be detail-orientated.
- Proficiency with integrated property management software programs is a plus.
- Able to lift a minimum of 50 lbs. unassisted.
- Excellent verbal and written communication skills; demonstrate the ability to listen and communicate with diverse individuals.
- Be cooperative, service-oriented, and a strong collaborator.
- Ability to work independently with minimal supervision, exercising sound judgment.
- Ability to make independent judgments on problems and issues and be detail-oriented.
- Must have a valid CT Driver's License and good driving history/record.
Working Conditions/Physical Requirements:
Typical office environment and able to attend meetings, training, and travel to PCC sites unaccompanied.
AN EQUAL OPPORTUNITY EMPLOYER M/F/V
Revised 03 10 2025