Inventory Controller

Vicar's Landing, Inc.; Town of Florida (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

Vicar's Landing, Inc. is seeking an Inventory Controller responsible for overseeing inventory operations for the Maintenance Department. The role includes ensuring maintenance supplies are properly stocked, organized, and tracked to support operations.

The ideal candidate will have strong inventory management skills and experience in a related field. Responsibilities include maintaining inventory accuracy, supporting purchasing initiatives, and generating reports.

A high school diploma is required with a preference for an associate degree in a related field.

Qualifications

• Strong inventory management and organizational skills.
• Proficiency with Microsoft Office Suite and inventory tracking systems.
• Minimum of 2–3 years of inventory or related experience preferred.

Responsibilities

• Manage daily inventory operations for maintenance supplies.
• Maintain accurate inventory records.
• Monitor inventory levels and reorder materials as needed.

Skills

Inventory management and organizational skills

Proficiency with Microsoft Office Suite (Excel, Outlook, Word)

Analysis of inventory trends

Attention to detail

Education

High school diploma or equivalent

Associate degree in Business, Supply Chain, or related field

Tools

Inventory management systems

CMMS systems

Job description

The Inventory Controller is responsible for overseeing and maintaining inventory operations for the Maintenance Department at Vicar’s Landing. This position ensures that maintenance supplies, equipment, tools, and materials are properly stocked, organized, tracked, and available to support daily operations and preventive maintenance activities across the community. The Inventory Controller partners closely with maintenance leadership and team members to maintain inventory accuracy, control costs, support purchasing initiatives, and create efficient inventory processes while maintaining a safe and organized work environment.

Essential Duties & Responsibilities

• Manage daily inventory operations for maintenance supplies, equipment, parts, tools, and materials.
• Maintain accurate inventory records through inventory management systems, spreadsheets, and/or purchasing platforms.
• Receive, inspect, label, and organize incoming deliveries and verify items against purchase orders and packing slips.
• Monitor inventory levels and proactively reorder materials to prevent shortages while minimizing excess inventory.
• Coordinate with maintenance leadership regarding upcoming projects, preventive maintenance schedules, and inventory forecasting.
• Establish and maintain organized stockroom, storage, and tool management practices.
• Conduct routine inventory counts, cycle counts, and annual inventory audits to ensure inventory accuracy.
• Track equipment usage and maintain accountability for maintenance tools and assigned assets.
• Research and identify cost‑saving opportunities, product alternatives, and vendor efficiencies.
• Prepare purchase requests and coordinate procurement of maintenance‑related materials and supplies.
• Monitor vendor performance including delivery timelines and product quality concerns.
• Ensure inventory practices comply with safety standards and organizational procedures.
• Assist with emergency supply preparation and operational readiness initiatives.
• Generate reports related to inventory usage, spending trends, stock levels, and department needs.
• Able to be trained on the TheWorxHub system to add, remove, and provide periodic status updates on work orders.
• Support department initiatives and perform additional duties as assigned.

Qualifications

Job Requirements

• Strong inventory management and organizational skills.
• Working knowledge of maintenance supplies, building materials, tools, and equipment preferred.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word) and inventory tracking systems.
• Ability to analyze inventory trends and make recommendations for operational improvements.
• Strong attention to detail and accuracy in recordkeeping.

Abilities

• Ability to prioritize multiple projects and maintain organization in a fast‑paced environment.
• Ability to communicate effectively with vendors, maintenance staff, and leadership.
• Ability to perform physical inventory activities including lifting, carrying, reaching, and standing for extended periods.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently while collaborating across departments.
• Will be trained on on‑call responsibilities and participate in the established on‑call rotation.
• Accountability and ownership
• Problem solving and critical thinking
• Initiative and continuous improvement
• Time management and dependability
• Adaptability and flexibility
• Cost awareness and resource stewardship

Education & Experience

• High school diploma or equivalent required.
• Associate degree in Business, Supply Chain, Facilities Management, Logistics, or related field preferred.
• Minimum of 2–3 years of inventory, warehouse, purchasing, facilities, maintenance, or related operational experience preferred.
• Experience working within maintenance, construction, healthcare, hospitality, or senior living environments preferred.
• Experience with inventory software, CMMS systems, or purchasing platforms preferred.
• Valid driver’s license may be required based on business needs.