Purchasing Agent/Fleet Coordinator

NAFA Fleet Management Association; Morgantown (WV); Hybrid; USD 42,000 - 65,000; Full time

Job summary

NAFA Fleet Management Association in Morgantown, WV seeks a Purchasing/Fleet Coordinator to handle agency purchasing, supply and inventory management, and fleet administration. The role emphasizes cost-effective procurement, precise record-keeping, and timely communication with leadership.

The position requires coordinating vehicle maintenance, registrations, inspections, and documentation while supporting standardized replenishment and efficient fleet operations.

Responsibilities

• 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.

Job description

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.