Procurement Operations Coordinator

NW Harvest • Seattle, WA

35d • $23 - $30

About The Position

The Procurement Operations Coordinator supports the mission of Northwest Harvest by ensuring smooth communication and workflow within the Procurement team. This position contributes to the quality and availability of Initiative items and plays a significant role on the Procurement team by performing a variety of technical and general administrative tasks.

Additionally, this position serves as a welcoming, problem-solving team member and provides excellent customer service to internal and external stakeholders.

This role supports the Procurement team and ensures efficient operations through administrative support. This position may be based at either our Distribution Center in Yakima or our Western WA locations in Seattle/Auburn.

The successful incumbent in this role will engage in cutting hunger rates in half by 2028 through working with statewide Supply Chain staff to efficiently monitor inventory and distribution of food to schools in the Yakima school district and actively and collaboratively empowering the professional lives of NWH employees to be challenging and fulfilling, helping to ensure strategy alignment of initiatives and putting into practice our Six Agreements and our PACI values.

Requirements

• A combination of real-life experience, education, and training listed below which below provides an equivalent background to perform the work of this position.
• Successful completion of a background check is required.
• Insight into the root causes of hunger
• Appreciation for the experiences of people living in poverty and with food insecurity
• Deep understanding of and commitment to Northwest Harvest’s mission, vision, and values
• Effective customer service practices, foodbank systems, and time management
• Knowledge of supply chain principles, processes, and good practices
• Strong organizational skills, and an ability to work well within teams
• Intermediate to advanced knowledge of Microsoft Office applications, particularly Word, Excel, Outlook, PowerPoint, and Teams
• Proficiency with other organizational platforms such as ADP, SharePoint, Microsoft Dynamics NAV, and project-tracking tools, as well as other common video conference platforms, such as Zoom
• Comfort with learning and using new technical programs and applications
• Commit to food justice, creative anti-hunger practices, and a communities-centered approach
• Understand individuals who have experienced poverty or food insecurity
• Demonstrate interest and commitment to supporting equity and inclusion for members of historically marginalized groups including racial and ethnic minorities, LGBTQiA+ populations and people living with disabilities
• Adopt the PACI (purpose driven, anti-racist, connected and interwoven) model and practice our Six Agreements:
• Speak our truths responsibly
• Listen to understand
• Stay engaged
• Be willing to experience discomfort and do things differently
• Expect and accept non-closure
• Honor confidentiality
• Ability to work with diverse populations in demanding situations
• Establish and maintain effective work habits and project an efficient presence
• Take initiative and think critically by identifying, analyzing, and solving problems in a collaborative and inclusive manner
• Communicate effectively, verbally and in writing
• Listen effectively to build collaborative, cross-functional relationships
• Strong attention to detail and accuracy in data entry
• Work independently in a dynamic environment of change, challenge, and multiple deadlines and priorities, while demonstrating organization, flexibility, efficiency, follow-through, and diplomacy
• Ask questions to understand the merits of different approaches and shift strategies in response to demands of a situation
• Respond quickly to inquiries and issues; customer service skills are essential while demonstrating strong customer service
• High School Diploma, GED Certification and/or an equal combination of education and relevant work experience with a personal orientation as a lifelong learner.
• Minimum of two (2) + years previous and successful experience in administrative support, document and database oversight, database entry, understanding of basic procurement & supply chain processes, customer service.

Nice To Haves

• Non- Profit experience (desired but not required)
• Application processing and invoicing experience is a plus (desired but not required)
• Ability to speak a second language (desired but not required)

Responsibilities

• Process procurement requisitions, purchase orders, and purchase invoices
• Schedule appointments and maintain calendars
• Field and redirect communications to the Procurement team for follow-up
• Update warehouse management system to support food supply chain
• Prepare communications such as memos, emails, receipts, audits, and reports
• Support maintenance of vendor and donor databases
• Collect and organize survey data for easy access by the Procurement department
• Maintain a high level of data integrity across procurement and vendor records; regularly review information for accuracy and support audit readiness
• Coordinate closely with Supply Chain and Distribution Center teams to ensure purchased items are accurately reflected in inventory systems and flow smoothly through operational processes
• Support the administration of agreements, memoranda of Understanding (MOU’s), and contract workflows by routing documents, preparing signature packets, tracking statuses and approvals, and maintaining organized records
• Assist the Director of Procurement with initiative-related order coordination, including processing PO documentation, receipt tracking and routing invoices to Accounts Payable when procurement-related information is needed
• Support the Food Donations program with application intake and donor stakeholder communications
• Performs other duties as assigned.

Benefits

• Northwest Harvest offers a competitive salary and comprehensive benefits package this includes but is not limited to; medical/dental/ vision/ insurance, long term disability insurance, Life/AD&D insurance, Employee Assistance Program (EAP), 401(k) retirement plan, Vacation and Sick leave, 8 paid holidays; New Year’s Day, Martin Luther King Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, after Thanksgiving, and Christmas Day, Floating holidays for you to use should you observe a holiday not outlined in Northwest Harvests current observed holidays or at your discretion, and birthday holiday.
• Employees are eligible to participate in payroll deducted supplemental benefits i.e., Flexible Spending account-HRA and DCE, various AFLAC and New York Life plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED