Procurement Coordinator

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

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.

Responsibilities

Purchase Orders and Requisitions

• 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.

Vendor Management

• 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.

Invoice Verification and Financial Coding

• 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.

Inventory and Shipping

• 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.

Records and Reporting

• 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.

Qualifications

• High school diploma required.

• Associate's or bachelor's degree in business, finance, accounting, or a related field preferred.

• Two to three years of experience in procurement, purchasing, or administrative and finance support.

• Experience in a nonprofit or grant-funded environment is preferred.

• Experience with accounting or ERP systems preferred.

• Basic understanding of procurement policies, compliance requirements, and grant purchasing rules.

Skills

• 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.

Mandatory Requirements

• 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.

Physical, Demands, Environmental Conditions, Equipment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend,  squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as  files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with  hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with  the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative  and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of  the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings  that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing. 

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. 

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.