Inventory Management and Project Coordinator

VIVA USA Inc; West Wheatfield Township (PA); On-site; USD 60,000 - 80,000; Full time

Job summary

VIVA USA Inc is seeking an Inventory Management & Project Coordinator to optimize inventory across solar facilities, BESS, substations and BOP equipment. You will lead procurement, replenishment, auditing, warehousing, material issuance and reporting for the renewable fleet.

The role focuses 90% on inventory management and 10% on project coordination, requiring strong Excel, ERP experience (SAP preferred), and excellent stakeholder communication.

Qualifications

• Associate degree or equivalent in a related field.
• 2-3 years in inventory management or renewables operations.
• Experience with SAP ERP preferred.
• Strong Excel and reporting skills.

Responsibilities

• Maintain accurate inventory records for spare parts, consumables, tools and equipment.
• Manage receipts, issues, transfers, adjustments, and returns with traceability.
• Coordinate storage, labeling, and site storage locations.
• Prepare monthly inventory reports for leadership.
• Lead annual and cycle audits and resolve discrepancies.
• Support procurement with requisitions and purchase orders.

Skills

Inventory control

Advanced Excel

Data analysis

Stakeholder coordination

Multitasking in operations

Education

Associate degree in Business, Supply Chain Management, Logistics, Operations Management, Engineering Technology, or related field

Tools

SAP

Microsoft Excel

Job description

Position Summary

The Inventory Management & Project Coordinator is responsible for the administration, control, accuracy, and optimization of inventory supporting renewable generation assets including solar facilities, Battery Energy Storage Systems (BESS), substations, and Balance of Plant (BOP) equipment. The role serves as the primary point of coordination for inventory procurement, replenishment, auditing, warehousing, material issuance, and inventory reporting across the renewable fleet. Approximately 90% of the role focuses on inventory management activities and material control. The remaining 10% supports project coordination efforts related to renewable operations, maintenance initiatives, and small‑scale projects.

Qualifications

• Associate degree in Business, Supply Chain Management, Logistics, Operations Management, Engineering Technology, or related field preferred.
• Equivalent combination of education and experience may be considered.

Experience

• 2-3 years of inventory management, warehouse operations, supply chain, maintenance planning, or renewable operations experience.
• Experience with ERP systems (SAP preferred).
• Experience supporting power generation, industrial maintenance, renewable energy, or utility operations preferred.

Knowledge, Skills & Abilities

• Strong inventory control and material management expertise.
• Advanced Microsoft Excel and reporting skills.
• Knowledge of warehouse operations and inventory auditing practices.
• Ability to analyze data and identify process improvements.Strong organizational and project tracking skills.
• Excellent communication and stakeholder coordination abilities.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Familiarity with solar generation, BESS, substations, and renewable maintenance operations preferred.

Essential Responsibilities

Inventory Management (90%)

• Maintain accurate inventory records for renewable generation spare parts, consumables, tools, and critical equipment.
• Manage inventory transactions including receipts, issues, transfers, adjustments, and returns.
• Ensure all inventory movements are properly documented and traceable.
• Monitor stock levels and establish reorder points to prevent material shortages.
• Coordinate receipt, storage, and distribution of inventory across renewable generation sites.
• Track serialized and high‑value components to maintain warranty and asset traceability.

Warehouse & Storeroom Administration

• Oversee renewable warehouse and site storage locations.
• Ensure inventory is organized, labeled, secured, and maintained according to company standards.
• Conduct routine site visits to validate physical inventory conditions and storage practices.
• Coordinate material transfers between renewable facilities when inventory balancing is required.

Procurement Support

• Work with Supply Chain and Operations teams to identify inventory needs.
• Create and track purchase requisitions and purchase orders as required.
• Monitor supplier deliveries and communicate material availability to site personnel.
• Assist with vendor coordination related to inventory, warranty claims, and replacement components.

Audits & Compliance

• Lead annual and cycle inventory audits.
• Investigate and resolve inventory discrepancies.
• Maintain documentation supporting audit readiness and regulatory compliance.
• Ensure adherence to inventory control procedures and renewable operating standards.

Reporting & Analytics

• Provide monthly inventory reports to Renewable Operations leadership.
• Identify opportunities to improve inventory efficiency and reduce carrying costs.

Process Improvement

• Develop and maintain inventory procedures, work instructions, and best practices.
• Identify opportunities for standardization across renewable generation sites.
• Recommend inventory optimization strategies to improve reliability and reduce downtime.

Project Coordination (10%)

• Assist Renewable Operations leadership with tracking small‑scale projects and operational initiatives.
• Monitor project schedules, milestones, action items, and deliverables.
• Coordinate project documentation and maintain project records.
• Support meetings, status updates, and communications among stakeholders.

Notes

Travel 50%: At times 1 hour from home base and/or 4 hours to southern solar sites.

Equal Opportunity Employer

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status