Uniform Program Coordinator, Facilities Services: UTK

University of Tennessee•Knoxville, TN

22d•Onsite

About The Position

The Uniform Program Coordinator oversees all operational and administrative activities related to Facilities Services’ uniform and safety footwear programs. This position ensures employees receive appropriate uniforms and protective footwear in a timely manner, manages vendor contracts and relationships, and maintains accurate inventory and financial records. The role serves as the primary point of contact for uniform fittings, ordering, distribution, and invoice processing.

Requirements

Education: High school diploma or GED
Experience: Minimum of two years working in procurement or inventory control
Knowledge, Skills, Abilities: Knowledge of procurement and contract management principles (preferred).
Excellent organization and record-keeping skills.
Strong communication and customer service skills working with both vendors and employees.
Ability to maintain confidentiality regarding employee-related information.
Working knowledge of computer programs including Microsoft Office and financial/procurement systems (such as DASH).
Ability to foster effective working relationships within a team environment.
Other Conditions: Valid Driver’s license

Nice To Haves

Knowledge of procurement and contract management principles (preferred).

Responsibilities

Serve as the central coordinator for all uniform-related processes for Facilities Services.
Conduct uniform fittings for new hires and place uniform orders with contracted vendors.
Maintain accurate inventory of uniform items and sizes; reorder stock as needed.
Track issuance of uniforms and ensure compliance with departmental standards.
Coordinate uniform returns, repairs, and replacements due to aging, damage , or operational needs.
Responsible for Safety Footwear Program Administration and keeps documented records of footwear issuance
Maintain safety footwear eligibility records and ensure employees receive shoe vouchers annually based on hire dates or as needed due to wear.
Coordinate voucher distribution and resolve sizing or product availability issues with vendors.
Manage uniform and safety footwear contracts, including monitoring expiration dates and renewal timelines.
Serve as the main processor for all invoices related to uniform and safety footwear purchases.
Verify invoice accuracy by reconciling charges with approved orders and confirming delivery and receipt of all items.
Investigate and resolve billing discrepancies with vendors promptly and professionally.
Enter, track, and validate payment requests in DASH, ensuring timely and accurate processing.
Maintain organized financial documentation and assist with budget monitoring for related expenses.
Generate financial or purchasing reports as needed for departmental review and audit compliance.
Lead the contract selection process at the end of each contract term: Develop specifications and service expectations Interview and evaluate prospective vendors Recommend vendors that best align with departmental needs
Maintain strong vendor relationships and oversee service delivery and quality.
Provide assistance to employees regarding uniform and footwear needs, sizing, and program guidelines.
Communicate with supervisors to verify eligibility and ensure timely uniform distribution for new hires.