Buying & Receiving Coordinator

Department
:
Store Operations

Reports to
:
Operations Manager

FLSA
:
Non-exempt | Type:
Full-time

Schedule
:
Mon – Fri: 830a – 530p

Village Mercantile is a locally-owned and operated pet, home, and farm store serving Corrales and the greater Rio Grande Valley since 1992, known for its wide selection of high-quality feed, farm, pet, garden, and home products. Working at Village Mercantile means joining a community-oriented team that values outstanding customer service, deep product knowledge, and a supportive workplace culture where employees can grow their skills across buying, operations, logistics, and customer engagement.

Team members enjoy flexibility, the opportunity to make a visible impact in a small business setting, and strong relationships with local customers and vendors.

Role Summary

The Buyer & Receiving Coordinator is responsible for all purchasing activities and overall accountability for receiving and inventory management for the store. This role manages vendor relationships, inbound logistics, and inventory flow to ensure product availability, accuracy, and alignment with seasonal and business needs. While not responsible for physically conducting inventories, this position is accountable for inventory integrity and performance.

Purchasing & Replenishment

• Plan, place, and manage purchase orders for feed, farm, pet, and other store merchandise.
• Forecast demand based on sales trends, seasonality, and space constraints.
• Manage pricing, freight considerations, minimums, maximums, and lead times to support customer demand and margin goals.

Receiving Accountability

• Oversee and be accountable for the receiving process, ensuring shipments are accurate and timely.
• Coordinate with warehouse staff to ensure proper check-in, tagging, and staging of inbound product.
• Coordinate with Store Supervisor to ensure proper stocking upon receipt.
• Resolve discrepancies, shortages, damages, and vendor claims.

Inbound Transportation & Logistics

• Schedule and coordinate inbound freight, deliveries, and transfers with vendors, carriers, and company owned transportation options.
• Optimize inbound transportation timing to support storage capacity and labor planning.

Inventory Management Oversight

• Maintain overall accountability for inventory accuracy, flow and health.
• Monitory inventory levels, turns, shrink, and backorders.
• Partner with Operations Manager and Warehouse leadership on inventory strategies and corrective actions.

Vendor Management

• Build and maintain strong relationships with vendors and distributors.
• Negotiate pricing, terms, and freight arrangements.
• Complete required paperwork for new vendor arrangements with approval from the Operations Manager.
• Manage 3rd party frequent buyer program including coordinating with Store Supervisor on upcoming promos, assisting the Bookkeeper/Office Administrator with credits, etc.

Team & Store Support

• Communicate effectively with team members, supervisors, and operations manager regarding inbound schedule, inventory needs, and new products.
• Support promotions, seasonal transitions, and new product introductions.
• Support other areas as needed including store floor, warehouse, etc.
• Other duties as assigned by Operations Manager.

Safety & Compliance

• Model proper cash-handling, loss-prevention, and PCI compliance protocols.
• Observe and report any suspicious activity or policy violations.
• Enforce safety and operational standards.

Minimum Qualifications

• High School diploma or GED.
• 2+ year of buying, purchasing, inventory, or retail operations experience.
• Strong analytical, organizational, and vendor management skills
• Comfortable using inventory systems, purchasing software, POS systems and spreadsheets.
• Strong communication, basic math and organizational skills.
• Ability to train, coach and motivate team members.

Preferred

• Familiarity with farm, feed, pet, or garden products.
• Experience coordinating freight or inbound logistics.
• Inventory management experience.

Physical & Work Environment

• Frequent standing, walking, bending, and occasional lifting up to 50 lbs.
• Indoor/outdoor environment with potential exposure to dust, hay, pet dander, and weather conditions.
• Available to work extended hours in evenings or weekends during peak periods of needed.