Warehouse Coordinator - Purchasing & Facility Services

Summary

The Warehouse Coordinator, under the general supervision of the Assistant Director of Purchasing, manages the City's utility and janitorial supply warehouse. They ensure accurate inventory, efficient procurement, and timely distribution to support internal departments and emergency services. This role remains on-call a minimum of every other week and must arrive at the warehouse within 30 minutes of notification.

Essential Duties and Responsibilities

• Manages an extensive utility and janitorial supply warehouse, monitoring and replenishing inventory to prevent shortages
• Leads procurement for stocked items by analyzing historical usage and vendor pricing data using Excel or other tracking tool
• Sources non-stock, specialized inventory items in accordance with City Purchasing procedures by working directly with vendors and applying product knowledge to ensure proper functionality and fit
• Accurately processes inventory receipts and issues within the inventory system, Naviline
• Organizes and maintains a clean and efficient supply warehouse and supply yard; maintains equipment
• Maintains proper stock rotation using first-in, first-out (FIFO) methods and evaluates inventory trends and usage reports to make stocking recommendations and forecasts
• Provides prompt, professional communication with internal customers, vendors, and delivery personnel
• Unloads deliveries and places items in appropriate location/bin; operates forklift as needed
• Verifies counts of received goods against packing slips and order forms
• Resolves count discrepancies with vendors, verifies invoice accuracy, and ensures vendor pricing aligns with contracts or purchase commitments
• Distributes parts to internal departments; ensures accuracy of information contained on the debit tickets
• Maintains and distributes an up-to-date inventory list with part numbers and specifications for internal departments.
• Organize and lead meetings with Public Works leadership to ensure preparedness for infrastructure projects and emergency repair response.
• Runs daily ticket reports and leads month-end warehouse closing process
• Conducts a full physical inventory count annually
• Serves as the central logistics coordinator for departments including Parks & Recreation, Police, and Fire.
• Participates in a rotating on-call schedule during off-hours (minimum every other week to include nights, weekends, holidays) to respond to after-hours utility emergencies
• Arrives at the warehouse within 30 minutes of notification; coordinates with vendors and departments as needed, including in-person visits to vendor locations if required
• Cross-trains departmental staff, including part-time Inventory Specialist, to fulfill the warehouse functions as needed
• Follows City policies, procedures, and safety guidelines
• Performs other duties as assigned

Minimum Qualifications

• Combination of education and experience equivalent to associate degree in Supply Chain Management, Logistics, or related field
• Three (3) years of experience in warehouse/inventory management or related field
• Two (2) years of lead or supervisory experience

Preferred Qualifications

• Knowledge of water and sewer supplies
• Experience operating a forklift
• Proficiency in Excel and inventory management systems, specifically Naviline

Certifications and Licenses

• Valid driver license