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Supply Chain Coordinator

2 months ago

San Leandro, California, United States Boys and Girls Clubs of San Leandro Full time

Position: Supply Chain Coordinator

Organization: Boys & Girls Club of San Leandro

Location: San Leandro, CA

Department: Programming

Reports to: Program Resource Manager

Direct Reports: N/A

Exempt Status: Exempt

Position Type & Pay Rate: Full-Time (40hrs)/$50,000 - $70,000

About Boys & Girls Club of San Leandro:

With a legacy of over 75 years, the Boys and Girls Clubs of San Leandro (BGCSL) have been committed to uplifting the San Leandro and San Lorenzo community as a premier provider of youth services. Our primary mission is to empower young individuals, particularly those in need, to achieve their fullest potential in a safe, positive, and engaging environment. Serving youth aged 4 to 18, we provide a wide range of programs including after-school initiatives, school break day camps, and summer camps across 23 Club sites, including school-based locations and the Teen Clubhouse.

Why Choose to Join Us

Embarking on a career at the Boys and Girls Clubs of San Leandro (BGCSL) signifies more than just employment - it is a chance to make a significant difference in the lives of young people. At BGCSL, we are profoundly invested in our staff, mirroring our commitment to the youth we serve. By joining our team, you will gain valuable skills that will pave the way for future opportunities, all within a collaborative and innovative atmosphere that fosters growth.

Become a part of BGCSL to unlock your potential and enjoy a variety of benefits that will enhance your work experience, making it fulfilling, rewarding, and enjoyable.

Position Overview:

The Supply Chain Coordinator at the Boys & Girls Club of San Leandro is responsible for managing inventory and procurement for our after-school programs. This crucial role involves sourcing and securing supplies and equipment, requiring proficient computer skills to assess products based on quality, pricing, and serviceability. The coordinator is tasked with preparing necessary documentation and maintaining effective communication with relevant stakeholders, ensuring that the Director of Design & Curriculum, Area Directors, and Program Managers are updated on product substitutions, back orders, shipment delays, and stock shortages.

Key Responsibilities & Essential Functions:

Sourcing and Supplier Management:

  • Identify, assess, and negotiate contracts with potential suppliers.
  • Ensure timely replenishment of supplies by coordinating with vendors and accounting for lead times.
  • Guarantee new vendor compliance with all necessary documentation and banking details for the provision of goods and services.
  • Develop strong vendor relationships to enhance procurement processes.

Inventory Management:

  • Oversee inventory levels and implement controls to prevent shortages or excess stock.
  • Maintain accurate purchase records and ensure compliance with financial policies.
  • Conduct periodic inventory audits in collaboration with the Site Support Manager.
  • Act as a liaison between BGCSL and vendors for supply issues, returns, or refunds.

Purchasing:

  • Initiate orders and allocate purchase orders for supplies based on usage rates.
  • Demonstrate crisis management skills to swiftly resolve supply-related issues.
  • Facilitate necessary approvals of Purchase Orders to initiate purchases, ensuring correct coding and alignment with invoices for payment processing.

Cost Analysis and Budgeting:

  • Evaluate procurement procedures to identify cost-saving opportunities through supplier negotiations.
  • Contribute to the development and monitoring of procurement budgets.

Cross-Functional Collaboration:

  • Work with various teams, including program & design, club sites, Area Directors, and finance, to optimize procurement operations and enhance productivity.
  • Source supplies for program needs in collaboration with the Director of Design & Curriculum.
  • Train new staff on utilizing the procurement and purchasing system.

Documentation and Compliance:

  • Maintain accurate procurement records and ensure adherence to policies and regulations.
  • Coordinate with the Finance department for payment processing and invoice reconciliation during audits.

Requirements

Qualifications & Experience:

  • 4-year degree preferred, though not mandatory.
  • 2 years of relevant experience in inventory management.
  • Clean DMV record.

Knowledge, Skills, & Abilities:

  • Excellent communication and interpersonal skills across all organizational levels.
  • Strong organizational abilities and keen attention to detail, capable of managing multiple tasks simultaneously.
  • Proficient in using technological tools for inventory management and communication.
  • Adept at managing data related to inventory administration.
  • Ability to work independently with minimal supervision.
  • Skilled in budget management, prioritizing daily tasks, and maintaining focus on long-term goals.
  • Proficient in Microsoft 365 (Excel, Word, Outlook, OneNote, and Planner) and procurement systems.

Competencies:

Change Management: Proposes and drives change; exemplifies adaptability; facilitates the adoption of new practices; sustains change within the organization's culture, processes, and systems.

Communication: Effectively articulates thoughts and conveys ideas through various means, fostering understanding through active listening.

Systems: Proficient in third-party procurement and payment systems.

Emotional Intelligence: Demonstrates self-awareness and empathy in interpersonal interactions.

Adaptability: Capable of adjusting to changing circumstances and requirements within a dynamic environment.

Creative Problem Solving: Develops innovative solutions to inventory-related challenges.

Goal Setting and Achievement: Proficient in establishing ambitious targets, monitoring progress, troubleshooting effectively, ensuring accountability, and adapting plans based on data. Additionally, skilled at identifying underlying issues and implementing efficient solutions.

Work Environment & Physical Demands:

  • Frequently stands, walks, and sits.
  • Utilizes hand and finger dexterity regularly.
  • Occasionally climbs, balances, bends, stoops, kneels, or crawls.
  • Constantly communicates verbally or aurally.
  • Periodically exposed to external weather conditions.
  • Intermittently exposed to bloodborne and airborne pathogens or infectious materials. The noise level in the work environment may vary from light to moderate. The role may involve occasional lifting or transporting of items exceeding 50 pounds.

The above description outlines the general content and expectations for this role's performance. It does not encompass all duties, responsibilities, or physical demands. Nothing in this description limits management's authority to allocate or reassign duties and responsibilities at any time, nor does it alter your status as an at-will employee. Reasonable accommodations can be arranged to enable individuals with disabilities to fulfill the essential functions of the job.

The Boys and Girls Clubs of San Leandro advocate diversity and inclusivity, operating as an equal opportunity employer. Qualified candidates will be assessed without regard to factors such as race, color, religion, disability, gender, age, ethnicity, marital status, sexual orientation, gender identity, pregnancy, genetics, veteran status, or any other classification protected by federal or state law. We encourage applications from individuals of all backgrounds and experiences. All employment decisions are made based on qualifications, merit, and business requirements.