Part-Time Purchasing & Inventory Coordinator

The Pegasus School; Huntington Beach (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

The Pegasus School in Huntington Beach, CA is seeking a part-time Purchasing Assistant to support the Business Office. You will process employee purchase requests, create purchase orders, monitor order status, and maintain vendor records to ensure accurate documentation and timely deliveries.

Responsibilities include inventory and textbook ordering, coordinating with vendors, handling supplies for classrooms and offices, and supporting transportation logistics for trips.

Qualifications

• Bachelor’s degree.
• One to three years of experience in administrative/clerical support, office reception, bookkeeping, or accounting.
• Proficiency with Google Workspace and Microsoft Office, specifically Word, Excel, and PowerPoint.

Responsibilities

• Receive, review, and process employee purchase requests, ensuring requests are complete, accurate, and appropriately approved.
• Create purchase orders and place orders with approved vendors.
• Monitor order status and communicate shipping updates, backorders, substitutions, and delivery timelines to employees.
• Coordinate with vendors to resolve order discrepancies, damaged shipments, returns, shortages, and credits.
• Receive deliveries and reconcile shipments with purchase orders and packing slips.
• Collaborate with the Business Office to compile and submit supporting documentation for monthly Amazon and School credit card purchases.
• Maintain organized purchasing records and documentation.
• Develop and maintain positive working relationships with vendors.
• Research products, pricing, and vendor options as requested and identify opportunities for cost savings and purchasing efficiencies.
• Provide timely and responsive customer service to faculty and staff regarding purchasing requests, deliveries, and order status.
• Purchase and maintain inventory of classroom, office, and operational supplies as requested by faculty, and keep work rooms and the front office stocked with general supplies.
• Coordinate annual textbook ordering and distribution.
• Monitor inventory levels and replenish supplies as needed.
• Assist with inventory management for emergency preparedness supplies and operational equipment.
• Coordinate the distribution of purchased materials and supplies to departments.
• Coordinate school field trip transportation by scheduling with approved vendors based on requests and trip details from school administrators and staff.
• Confirm bus reservations, schedules, and transportation logistics with vendors.
• Communicate transportation confirmations and updates to the requesting department.
• Maintain purchasing files and records in accordance with School procedures.
• Prepare purchasing reports, spreadsheets, and correspondence as needed.
• Assist with other purchasing-related administrative duties as assigned.

Skills

Google Workspace

Microsoft Office

Word

Excel

PowerPoint

Education

Bachelor's degree

Job description

The Pegasus School in Huntington Beach, CA is seeking a part-time Purchasing Assistant to support the Business Office. You will process employee purchase requests, create purchase orders, monitor order status, and maintain vendor records to ensure accurate documentation and timely deliveries.

Responsibilities include inventory and textbook ordering, coordinating with vendors, handling supplies for classrooms and offices, and supporting transportation logistics for trips.