Operations and Purchasing Coordinator

Accountabilities (Ownership Areas)

• Maintain company calendar and meeting schedule (accuracy, shared visibility, coordination).
• Cook up and coordinate meetings.
• Provide facilitation support as needed.
• Maintain and publish office/admin procedures (clear, current, and followed).
• Cook up and coordinate meetings.
• Provide facilitation support as needed.
• Maintain and publish office/admin procedures (clear, current, and followed).

Purchasing Execution (POs + Vendor Cadence)

• Execute purchasing system: PO accuracy, vendor cadence, reorder discipline.
• Place and manage purchase orders (right items/qty/pricing/dates).
• Track shipments; resolve shortages/damages; document vendor exceptions and prevention steps.
• Source suppliers/quotes and support negotiation on pricing/terms/delivery schedules (as assigned).

Receiving Standards + Inventory/Data Handoffs

• Maintain receiving procedure standards and help train/refresh warehouse receiving practices (in partnership with Ops).
• Ensure purchasing records and documentation are accurate and organized.
• Maintain pricing/cost changes with clean handoffs to Bookkeeping/Data Support.
• Support inventory system updates and data hygiene related to purchasing execution (decision rights stay aligned with Data Support where applicable).

Admin Compliance Cadence

• Track annual filings and routine business paperwork.
• Routinely route specialized items to CPA/attorney/etc. as needed and track completion.
• Maintain documentation so renewals/filings don't become emergencies.

Measurables (Starter Metrics)

• Purchasing Priority SKUs stay in stock with minimal emergency buys.
• POs are accurate and on time (items, quantities, pricing, dates).
• Vendor exceptions resolved quickly and prevented (documented root cause + prevention).
• Operations / Office Calendar/meeting schedule accuracy (minimal reschedules due to preventable errors).
• Procedures are documented, current, and used (reduction in repeated "how do we do this?" issues).
• Facilities / Compliance Renewals/inspections/filings happen on time with no surprise lapses.
• Facility issues are identified early, scheduled, and closed out.