Procurement Coordinator

JOB TITLE: Procurement Coordinator

REPORTS TO: Director of Accounts Payable, Procurement & Contracts

SUPPORTS: Director of Facilities & Director of School Nutrition

Accountability Objective: This position is responsible for the procurement processes of the district with the primary focus of operational support to the Facilities and School Nutrition departments. This includes managing the procurement of facility maintenance projects, materials, services, emergency repairs, specialized food, supplies, and commercial kitchen equipment. The Procurement Coordinator ensures accurate tracking from order to delivery, coordinates inventory, and facilitates timely invoice payments. This role works collaboratively with operational leaders, school-based staff and City purchasing departments to ensure all acquisitions align with strict district policies, budgetary guidelines, state/federal regulations, and educational standards.

Principal Responsibilities:

• Targeted Purchase Order Management: Manage purchase orders within the City’s financial platform, including building materials, HVAC components, and emergency facility repair services, USDA-compliant food supplies, and commercial kitchen equipment,
• Bid & Contract Development: Support district personnel and City Purchasing with the development of complex bids, Requests for Proposals (RFPs), specialized scopes of work (SOW) for building repairs, and vendor contracts.
• Regulatory Compliance: Ensure all procurement activities comply with rigid municipal, state, and federal regulations, including USDA National School Lunch Program (NSLP) procurement standards and public construction/maintenance bidding laws.
• Infrastructure & Logistics Coordination: Collaborate with the Facilities and Nutrition directors to anticipate peak procurement seasons (e.g., summer facility shutdowns, school year startup) and consolidate orders to achieve volume cost efficiencies.
• Supply Chain & Delivery Monitoring: Monitor the status of outstanding critical orders (such as time-sensitive building repair components or perishable food items), proactively communicating with vendors and department heads to optimize delivery schedules and minimize operational downtime.
• Cross-Departmental Receipt Verification: Coordinate directly with facilities site supervisors and cafeteria managers to verify the accurate receipt of goods/services and obtain formal delivery confirmations to ensure timely payment of invoices,
• Discrepancy Resolution: Rapidly address and resolve vendor issues regarding incorrect shipments, damaged maintenance supplies, spoiled food shipments, or billing discrepancies, while tracking credits and returns.
• Vendor Management: Serve as the primary operational point of contact for district vendors regarding specialized facilities contracts, food distribution agreements, lead times, and payment inquiries.
• Audit Readiness: Participate in year-end inventory reconciliations, facilities asset tracking, and state/federal nutrition auditing processes.
• Inventory & Contract Tracking: Create and maintain a comprehensive tracking system for all incoming operational inventory, vendor contracts, fluctuating food service pricing, and specialized facilities equipment.
• Other duties assigned.

Required Qualifications:

• Education: Bachelor’s degree in finance, public administration, supply chain management, or a related field.
• Experience: Minimum of 1–3 years of experience in procurement, purchasing, inventory management, or accounts payable..
• Adaptability: Motivated self-starter with the ability to work collaboratively and independently in a fast-paced, high-volume urban district environment.
• Technical Skills: Advanced proficiency with Microsoft Excel (vLookups, pivot tables) and Google Workspace applications.
• Analytical Aptitude: Demonstrated strong financial, quantitative, and problem-solving skills with high attention to accuracy and detail.
• Communication: Strong oral and written communication skills, with a proven ability to provide excellent customer service to diverse stakeholder groups.

Preferred Qualifications:

• Education: Master’s degree in finance, public administration, business administration, or related field.
• Advanced Experience: 3+ years of experience in public procurement, ideally within a public school district, municipal government, or a large-scale operations/facilities environment.
• Systems: Experience utilizing Workday Enterprise Management Software and data visualization tools (e.g., Tableau, Power BI) to track spending trends.
• Municipal Expertise: Experience working directly with municipal financial departments, city purchasing agents, or municipal compliance officers.
• Certification: Active Massachusetts Certified Public Purchasing Official (MCPPO) designation (or equivalent state public procurement certification).

Work Schedule & Compensation: Position Type: Full-time, twelve-month professional position. Hours: Typically 8:00 AM – 4:00 PM. Occasional flexibility may be required outside of regular hours to address operational emergencies (e.g., critical facility failures or urgent supply chain disruptions). Salary Range: $80,392 – $101,837 (Depending on Degree Conferred and Experience)