Operations and Purchasing Coordinator

Position Title

Operations & Purchasing Coordinator (Office + Facilities + Purchasing)

On-site (office + facility/warehouse as needed)

Monday–Friday (typical business hours; align to shipping/receiving needs)

GM / Integrator (with coordination to Owner / Visionary for major vendor/facility spend)

Keep the office and facility running cleanly and consistently and keep priority inventory in stock through clean purchasing execution, clean receiving standards, and strong vendor follow-up so operations can ship on time without admin friction or purchasing fire drills.

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

• Coordinate building upkeep, vendors, and routine maintenance.
• Own cleanliness systems and cleaning rotation schedule.
• Coordinate key facility items (e.g., fire system maintenance) and ensure follow-through.
• Track and manage facility-related renewals with appropriate escalation.

• 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).

• 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).

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

• 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).

• 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).

• Renewals/inspections/filings happen on time with no surprise lapses.
• Facility issues are identified early, scheduled, and closed out.

• Strong organizational discipline: checklists, cadence, follow-through, documentation.
• High attention to detail (PO accuracy, pricing, dates, receiving paperwork).
• Clear communication for vendor coordination and internal handoffs.
• Problem-solving under real operational constraints (shipping deadlines, backorders, facility issues).
• Comfortable working across office + warehouse environments.
• Basic spreadsheet competence (Excel/Google Sheets) for daily tracking.
• Ability to do occasional physical warehouse support (standing periods; lifting up to ~40 lbs as needed).
• Bookkeeping / Data Support: owns reporting/reconciliation and data definitions; this role provides clean inputs and executes updates tied to purchasing.
• Product Development: owns new item requirements; this role supports sourcing inputs and executes purchasing/vendor management.
• Warehouse/Receiving: this role sets/refreshes receiving standards and supports training; warehouse executes daily receiving with partnership.