Job Summary

The Materials and Supplies Coordinator is responsible for coordinating essential departmental activities, including managing warehousing and inventory operations, ensuring the timely procurement of materials and supplies, and supporting internal workflows to maintain efficient and uninterrupted departmental operations.

Essential Duties & Responsibilities

•  Prepares purchase orders for materials and supplies based on approved requisitions.
• Processes change orders and notifies vendors of revisions to material specifications or quantities.
• Communicates with vendors to address pricing discrepancies, incorrect materials, and to follow up on orders to ensure timely delivery.
• Maintains regular contact with vendors to monitor the status of open purchase orders.
• Coordinates with managers and supervisors to support and execute special assignments as needed.
• Maintains efficient systems for receiving, inspecting, identifying, and stocking materials, supplies, and equipment.
• Coordinates and expedites the flow of materials, parts, and equipment in alignment with departmental priorities and schedules.
• Monitors the progress and completion of assigned projects and reports observations and results to management.
• Tracks pricing trends and makes recommendations regarding optimal purchasing timing, order quantities, and cost-efficient procurement practices.
• Arranges for the disposal or sale of scrap, obsolete, surplus materials, and by-products in accordance with Authority procedures.
• Researches new materials, supplies, and industry developments; provides recommendations based on findings.
• Utilizes calculators, computer systems, and office equipment necessary to carry out assigned duties.

Required Knowledge, Skills & Abilities

• Thorough knowledge of modern office practices and procedures, including recordkeeping, document management, workflow coordination, and effective communication protocols.
• Ability to develop, implement, and evaluate policies and procedures to ensure efficiency, compliance, and consistency in departmental operations.
• Ability to communicate clearly and concisely, both orally and in writing, including the preparation of reports, correspondence, and documentation for internal and external stakeholders.
• Ability to establish and maintain effective and professional working relationships with managers, supervisors, employees, vendors, and the public, while demonstrating tact, diplomacy, and customer service skills.
• Ability to interpret, apply, and explain complex rules, regulations, specifications, and technical data to support purchasing decisions and departmental operations.
• Proficient knowledge of personal computers and a variety of software applications, including word processing, spreadsheets, inventory management systems, and procurement-related programs; ability to learn and adapt to new technologies as needed.

Education & Experience

Graduation from an accredited college with an Associate’s degree in Business Administration, and four (4) years of progressively responsible experience in procurement and general administrative abilities.

The Virgin Islands Water & Power Authority is proud to offer a comprehensive benefits package to eligible, full time employees.

• Medical, Dental and Vision Insurance
• Government Employees Retirement System (GERS)
• Basic Life and AD&D Insurance
• Voluntary Life Insurance
• Long Term Disability Insurance
• Supplemental Insurance
• Personal Time Off (PTO)
• 457b Deferred Compensation Plan
• Employee Assistance Program (EAP)