Procurement Coordinator

Hope The Mission•Los Angeles, CA

12h•Onsite

About The Position

The Procurement Coordinator supports the organization's purchasing activities to ensure goods and services are acquired efficiently, cost-effectively, and in compliance with nonprofit and grant funding requirements. Working under the supervision of the Procurement Supervisor, this role manages the purchasing cycle from requisition to order fulfillment, maintains vendor documentation, verifies invoices, tracks inventory, and ensures that all expenditures are properly coded and documented. The Procurement Coordinator works closely with finance and program teams across the organization and serves as a point of contact for staff and vendors on procurement questions and order status. This role requires strong attention to detail, comfort with compliance-driven processes, and the ability to manage a steady volume of purchasing activity with accuracy and follow-through.

Requirements

High school diploma required.
Two to three years of experience in procurement, purchasing, or administrative and finance support.
Basic understanding of procurement policies, compliance requirements, and grant purchasing rules.
Processes a high volume of purchasing transactions with accuracy, consistency, and attention to detail.
Navigates compliance requirements for nonprofit and grant-funded procurement without ongoing supervision.
Communicates clearly and professionally in writing and verbally with staff, vendors, and leadership.
Identifies discrepancies in invoices, orders, and documentation and resolves them efficiently.
Manages multiple open orders and competing priorities without losing track of timelines or accuracy.
Maintains organized records systems, both digital and physical, that others can access and rely on.
Works collaboratively across finance and program departments with a service-oriented approach.
Proficient in Microsoft Excel, Microsoft Office, and accounting or ERP software systems.
Handles sensitive financial and vendor information with discretion at all times.
Background Screening – Employment is contingent upon the successful completion of background checks as required per worksite.
Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.
Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.
Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.
Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.
Must have reliable transportation.
Must have proof of vehicle insurance coverage.
Must have a valid CA drivers license.
Must be able to qualify for HTM’s commercial insurance coverage.

Nice To Haves

Associate's or bachelor's degree in business, finance, accounting, or a related field preferred.
Experience in a nonprofit or grant-funded environment is preferred.
Experience with accounting or ERP systems preferred.

Responsibilities

Process purchase orders in compliance with company policies and grant requirements.
Manage the procurement process from requisition through order placement and fulfillment.
Review and approve purchase requisitions for accuracy and proper authorization.
Compare pricing, specifications, and delivery terms before order placement.
Respond to staff inquiries regarding order status, changes, or cancellations in a timely manner.
Set up vendor accounts and maintain required documentation for contracts and compliance.
Assist with vendor onboarding, including collection of required forms such as W-9s.
Manage vendor records and support accounts payable as needed.
Ensure all vendors meet organizational procurement standards and compliance requirements. Guide staff and vendors on purchasing rules as needed.
Verify invoices against purchase orders and bids. Coordinate with warehouse staff to confirm accurate deliveries.
Ensure accurate coding of all expenses including general ledger, grant, and classification codes.
Investigate and resolve data or documentation discrepancies. Communicate findings and updates to the Procurement Supervisor.
Track inventory movement and complete required documentation for accounting purposes.
Monitor inventory levels and coordinate with operations to maintain adequate stock.
Track orders, shipments, and delivery timelines to ensure timely fulfillment.
Receive, inspect, and distribute incoming packages as needed. Ensure proper handling and documentation.
Maintain organized digital and physical procurement records for easy retrieval.
Maintain purchasing records, reports, and pricing lists.
Support special projects and analysis as assigned by the Procurement Supervisor.
Perform additional duties as assigned.