Procurement Specialist - Arlington Administration

Role: Procurement Specialist Reports to: Director of Facilities Administration Program: 9005-Operations/Facilities Department: Admin Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018 Setting: 100% Onsite Schedule: Monday - Friday, 8am - 4:30pm Status: Full-time/Non-Exempt/Non-Management Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc. Openings: 1 Summary: The Procurement Specialist is responsible for managing ergonomic requests and in-kind donations across the agency, including procure, track, store, and distribute goods to programs and clients. This role serves as a liaison between donors, community partners, programs, and clients to ensure purchased and donated resources are utilized effectively and aligned with the organization’s mission. The ideal candidate will demonstrate strong attention to detail, resourcefulness, and problem-solving abilities. Additionally, the Procurement Specialist ensures that all purchases and in-kind donations are carried out in an ethical, responsible, and coordinated manner, in alignment with the organization’s established policies and procedures.   Essential Duties and Responsibilities:  Receive, inventory, track, and distribute in-kind donations and office furniture while maintaining accurate records and inventory controls. Write and send thank you letters for in-kind donors Collaborate with programming and administrative staff to identify, assess, and prioritize in-kind donation and ergonomic needs across the agency. Build and maintain positive relationships with donors, community partners, vendors, donation drive organizers, and agency staff through professional communication and engagement. Coordinate the equitable distribution of goods and resources to agency programs and departments to maximize utilization and impact. Maintain and promote a comprehensive inventory of internal and external resources available to support clients and agency operations. Partner with the Lead Procurement Specialist to identify and coordinate eligible funding sources and resources for program participants. Serve as a liaison between leadership, staff, vendors, contractors, and community partners to facilitate communication and support operational needs. Assist with the loading, unloading, transportation, and storage of donated goods and supplies. Regularly lift and carry items weighing 20–30 pounds and occasionally up to 50 pounds. Verify donations against program requirements, deliverables, and donor specifications; accurately label, organize, and track inventory. Participate in contract management and cross-functional meetings to identify department needs and support client-related resource allocation. Prepare reports and maintain documentation related to donation activity, inventory levels, distribution metrics, and resource utilization. Ensure compliance with agency policies, donor requirements, and applicable regulations regarding donated goods and resources. Perform other duties and special projects as assigned.   Qualifications: A high school diploma, GED, or equivalent is required. A bachelor’s degree is preferred, or an equivalent combination of education and relevant work experience that meets these requirements Experience working in homeless services and non-profit organizations Must possess a valid driver’s license and be able to operate a vehicle for donation pick up and drop offs Must have reliable transportation Experience in developing systems to organize resources and achieve successful logistical outcomes Strong administrative skills with significant attention to detail Computer skills with proficiency in Microsoft Office software (Word and Excel) A highly motivated self-starter, with ability to coordinate multiple projects/tasks at once Possess excellent verbal and written communication skills, interpersonal skills, and ability to work both individually and as part of a team Possess problem solving and conflict resolution skills and exercises professional judgment Ability to lift and carry up to 50 pounds Flexible, adaptable, and capable of working in a fast paced, professional environment Must maintain and execute confidential information using HIPAA standards Preferred Qualifications: In-Kind donations management experience  Bachelors degree  in business administration, health, or human services.  Work Environment: Combination of field and office environment May necessitate working in busy and loud environments May be exposed to elements like cold, heat, dust, noise and odor Ability to lift and carry up to 50 pounds May need to bend, stoop, twist, and sit throughout the day