Purchasing Agent/Fleet Coordinator

Valley Comprehensive Community Mental Health Center Inc; Morgantown (WV); On-site; USD 42,000 - 54,000; Full time

Job summary

Valley Comprehensive Community Mental Health Center Inc. seeks a Purchasing/Fleet Coordinator to manage agency purchasing, inventory control, and fleet operations. The role requires coordinating suppliers, negotiating pricing, and processing purchase orders within approved budgets and procedures.

The position supports accurate tracking, timely communications with program leadership, and upkeep of fleet records and maintenance history to ensure safe, compliant operations.

Qualifications

• High School diploma or equivalent.
• 2+ years in purchasing, fleet management, or inventory roles.
• Strong organizational and time management skills.
• Proficient in Microsoft Excel and maintaining electronic tracking records.
• Excellent written and spoken English.
• Ability to work with limited supervision.

Responsibilities

• Coordinate agency purchasing, inventory, and fleet administration.
• Source suppliers, negotiate pricing, and create purchase orders.
• Maintain detailed purchasing records and order status.
• Communicate procurement updates to program leadership.
• Monitor inventory levels and standardize replenishment practices.
• Maintain fleet records, vehicle registrations, and maintenance history.

Skills

Organizational skills

Time management

English proficiency

Multitasking

Independent work

Experience in purchasing/fleet

Education

High School diploma

Associate's or Bachelor's Degree

Tools

Microsoft Excel

Job description

Job Details

Job Location: Morgantown Office - Morgantown, WV 26508

Position Type: Full Time

Education Level: High School Diploma

Job Shift: Day

JOB TITLE: Purchasing/Fleet Coordinator Updated: 8/2026

DIVISION: Operations

REPORTS TO: Operations Manager

FLSA STATUS: Non-Exempt

WORK HOURS: Monday - Friday 8AM - 5PM

NATURE OF WORK

The Purchasing/Fleet Coordinator serves as a centralized Operations resource for agency purchasing, supply and inventory management, and fleet administration. The position coordinates the cost-effective procurement of materials, supplies, and services; maintains accurate purchasing and fleet tracking records; supports appropriate inventory levels across agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The position exercises appropriate independent judgment within established agency policies, procedures, budgets, and approval requirements.

ESSENTIAL DUTIES

• Serve as the primary Operations point of coordination for agency purchasing, supply tracking, inventory management, and fleet administration.
• Source and evaluate suppliers, compare and negotiate pricing, select vendors as appropriate, and create purchase orders within established agency policies, budgets, approval requirements, and purchasing procedures.
• Maintain detailed and accurate purchasing records in designated agency tracking systems, including request status, vendor information, order information, expected delivery information, and supporting documentation.
• Provide timely communication to program leadership regarding the purchasing process, order status, significant delays, expected shipments, and deliveries requiring coordination.
• Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues.
• Submit completed purchase orders and required supporting documentation to Finance/Accounting for reconciliation and payment processing in accordance with established procedures.
• Monitor supply utilization and inventory levels across agency programs and develop standardized replenishment practices that support appropriate stock levels while reducing unnecessary purchasing, shortages, and excess inventory.
• Conduct or coordinate routine physical inventories at designated residential sites and other locations as assigned, maintain accurate inventory records, and identify replenishment needs.
• Use purchasing and inventory information to identify trends, standardize commonly used items when appropriate, improve vendor and pricing decisions, and support responsible stewardship of agency resources.
• Maintain a detailed and current shared fleet tracking record, including vehicle assignment/location, registrations, inspections, preventive maintenance, repairs and service history, and other required fleet information.
• Ensure vehicle registrations, inspections, required documentation, preventive maintenance, repairs, and scheduled servicing remain current.
• Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting vehicles when needed as part of routine fleet responsibilities.
• When assistance from employees outside the fleet function is needed, coordinate that assistance through the appropriate supervisory channels based on operational need and staff availability.
• Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to support safe and efficient utilization of agency vehicles.
• Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and equipment.
• Ensure required driver information is maintained and assist with verification of licensing and training requirements in accordance with agency policies and procedures.
• Maintain driver information in applicable insurance and fuel card systems and coordinate updates as needed.
• Maintain organized purchasing, inventory, and fleet records that provide leadership with visibility into open, pending, delayed, and completed work and support continuity during staff absences or transitions.
• Identify opportunities to improve purchasing, inventory, and fleet processes and participate in implementation of approved workflow, tracking, and automation improvements.
• Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Ability to perform Essential Duties as outlined below.
• High School diploma or equivalent.
• 2+ years in purchasing, fleet management, inventory management, or another administrative role.
• Strong organizational and time management skills.
• Proficient in Microsoft Excel and able to maintain detailed electronic tracking records.
• Ability to read, write, understand, and speak the English language.
• Ability to effectively communicate verbally and in writing with agency staff, vendors, and external organizations.
• Must demonstrate integrity and comply with confidentiality requirements concerning client rights, HIPAA regulations, and purchasing and accounting transactions and records.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and projects while meeting deadlines.
• Ability to work with limited direct supervision while following established departmental processes, reporting relationships, and safety procedures.

PREFERRED QUALIFICATIONS

• Associate's or Bachelor's Degree