Purchasing Agent/Fleet Coordinator

JOB TITLE: Purchasing/Fleet Coordinator Updated: 8/2026

DIVISION: Operations

REPORTS TO: Operations Manager

FLSA STATUS: Non-Exempt

WORK HOURS: Monday - Friday 8AM - 5PM

NATURE OF WORK: The Purchasing/Fleet Coordinator serves as a centralized Operations resource

for agency purchasing, supply and inventory management, and fleet administration. The position

coordinates the cost-effective procurement of materials, supplies, and services; maintains

accurate purchasing and fleet tracking records; supports appropriate inventory levels across

agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The

position exercises appropriate independent judgment within established agency policies,

procedures, budgets, and approval requirements.

ESSENTIAL DUTIES:

• Serve as the primary Operations point of coordination for agency purchasing, supply

tracking, inventory management, and fleet administration.

• Source and evaluate suppliers, compare and negotiate pricing, select vendors as

appropriate, and create purchase orders within established agency policies, budgets,

approval requirements, and purchasing procedures.

• Maintain detailed and accurate purchasing records in designated agency tracking systems,

including request status, vendor information, order information, expected delivery

information, and supporting documentation.

• Provide timely communication to program leadership regarding the purchasing process,

order status, significant delays, expected shipments, and deliveries requiring coordination.

• Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues.
• Submit completed purchase orders and required supporting documentation to

Finance/Accounting for reconciliation and payment processing in accordance with

established procedures.

• Monitor supply utilization and inventory levels across agency programs and develop

standardized replenishment practices that support appropriate stock levels while reducing

unnecessary purchasing, shortages, and excess inventory.

• Conduct or coordinate routine physical inventories at designated residential sites and other

locations as assigned, maintain accurate inventory records, and identify replenishment

needs.

• Use purchasing and inventory information to identify trends, standardize commonly used

items when appropriate, improve vendor and pricing decisions, and support responsible

stewardship of agency resources.

• Maintain a detailed and current shared fleet tracking record, including vehicle

assignment/location, registrations, inspections, preventive maintenance, repairs and

service history, and other required fleet information.

• Ensure vehicle registrations, inspections, required documentation, preventive

maintenance, repairs, and scheduled servicing remain current.

• Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting

vehicles when needed as part of routine fleet responsibilities.

• When assistance from employees outside the fleet function is needed, coordinate that

assistance through the appropriate supervisory channels based on operational need and

staff availability.

• Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to

support safe and efficient utilization of agency vehicles.

• Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and

equipment.

• Ensure required driver information is maintained and assist with verification of licensing and

training requirements in accordance with agency policies and procedures.

• Maintain driver information in applicable insurance and fuel card systems and coordinate

updates as needed.

• Maintain organized purchasing, inventory, and fleet records that provide leadership with

visibility into open, pending, delayed, and completed work and support continuity during

staff absences or transitions.

• Identify opportunities to improve purchasing, inventory, and fleet processes and participate

in implementation of approved workflow, tracking, and automation improvements.

• Other duties as assigned.