Operations and Procurement Coordinator

JOB DESCRIPTION

TITLE:

Operations & Procurement Coordinator CLASSIFICATION:

Administrative Specialist V SALARY RANGE:$33,800 - $51,431 SUPERVISOR:

Director of Healthcare Information Management DEFINITION:

This is responsible professional and administrative work involving the planning, coordination, oversight, and administration of procurement, inventory management, supply distribution, food service purchasing, residential revenue tracking, and related operational support activities for the Authority. The Procurement and Inventory Specialist serves as the central point of accountability for purchasing operations, inventory control, vendor management, supply chain activities, food and meal tracking, rent collection monitoring, and fee-for-service revenue tracking.

This position ensures efficient and cost-effective acquisition, distribution, and accountability of goods, supplies, equipment, food products, and services while maintaining compliance with applicable federal, state, local, grant, and agency requirements. The employee works collaboratively with program directors, residential staff, fiscal staff, vendors, and leadership to support the operational needs of all Carastar programs and facilities.

• Serve as the Authority's primary procurement official.
• Coordinate and oversee agency-wide procurement activities.
• Develop, implement, and maintain procurement procedures and best practices.
• Review and approve procurement documentation for compliance with agency requirements.
• Coordinate Requests for Proposals (RFPs), Requests for Quotes (RFQs), Invitations to Bid (ITBs), and other competitive procurement processes.
• Ensure procurement activities are conducted in accordance with applicable federal, state, local, and grant regulations.
• Maintain procurement files and documentation to support audits, monitoring reviews, and compliance requirements.
• Monitor procurement activities to ensure purchases remain within approved budgets and funding restrictions.
• Maintain purchasing records and monitor procurement trends to identify cost-saving opportunities.

• Coordinate and manage agency-wide inventory systems for all Carastar offices, and programs.
• Conduct and document quarterly physical inventories of supplies, food inventory, equipment, and designated agency assets.
• Maintain accurate inventory records and tracking systems to ensure accountability and effective utilization of resources.
• Monitor inventory levels and usage patterns and ensure adequate supplies are available across all programs and facilities.
• Order, receive, stock, distribute, and track office supplies, program supplies, housekeeping supplies, food products, and operational materials.
• Establish and maintain inventory control procedures designed to minimize waste, loss, shortages, and overstock conditions.
• Investigate inventory discrepancies and implement corrective actions as necessary.
• Prepare inventory reports, usage analyses, and recommendations for leadership review.
• Coordinate distribution of supplies and equipment throughout the Authority's service locations.

• Develop and maintain relationships with vendors, contractors, and service providers.
• Maintain approved vendor files and vendor performance records.
• Participate in vendor evaluations and recommend vendor selections based on quality, service, compliance, and cost effectiveness.
• Monitor contract performance and coordinate contract renewals as appropriate.
• Assist leadership with contract negotiations and procurement planning activities.
• Ensure vendors meet contractual obligations and agency performance expectations

• Coordinate procurement of food supplies and…