Buyer & Inventory Manager

About The Sharing Shelf

The Sharing Shelf combats clothing insecurity by providing children and teens in need with clothing and basic essentials, empowering them to learn, grow and reach their full potential. The program works with nearly 200 area schools, nonprofits and government agencies to provide clothing, diapers and other essentials to thousands of infants, children and teens each year. We achieve our mission through an umbrella of programs. 

Overview of Buyer & Inventory Manager Position 

The Sharing Shelf is seeking a resourceful, detail-oriented Buyer & Inventory Manager to ensure that The Sharing Shelf is consistently supplied with the clothing and related basic needs it needs to support the children we serve. The Sharing Shelf relies on gently used and new donations from the local community and supplements those items with strategic purchases of new items and hygiene products to ensure that our program has the sizes and products needed at all times. 

The Buyer & Inventory Manager identifies and builds relationships with wholesalers, purchases from approved and newly identified vendors, tracks inventory in our in-house system, and manages an annual purchasing budget with care and accountability. The ideal candidate is a savvy shopper and strategic sourcer who treats every dollar as a resource entrusted to us by our donors and community, and who takes pride in securing quality items at the best possible value.

Responsibilities

Vendor Sourcing and Relationship Management

• Research, identify, and evaluate vendors that offer quality goods at competitive prices as well as in-kind suppliers that provide free products to nonprofits.
• Build and maintain a list of approved vendors
• Request quotes, compare pricing, and negotiate favorable terms, volume discounts, and nonprofit pricing 
• Build and sustain positive, professional relationships with vendors 
• Vet new vendors for reliability, quality, and ability to delivery.

Purchasing and Procurement

• Place purchase orders to keep program fully stocked with items needed, consistent with our quality standards. 
• Anticipate seasonal and ongoing needs and purchase proactively to avoid shortages.
• Verify orders upon receipt for accuracy, quantity, and quality; resolve discrepancies, returns, and credits.
• Follow all organizational purchasing, approval, and documentation procedures.
• Awareness of and action oriented on special purchase opportunities to secure quality goods at the best price.

Inventory Tracking and Management

• Track inventory levels, incoming orders, and usage in our system
• Review inventory data to anticipate needs and determine reorder points.
• Conduct inventory counts and reconcile them with system records.
• Maintain online wishlists and registries and update regularly 

Budget Management and Reporting

• Use and monitor the annual purchasing budget.
• Track expenditures against budget and flag variances or anticipated shortfalls
• Rectify any discrepancies in order fulfillment 
• Maintain organized records of purchase orders, invoices, receipts, and vendor agreements
• Provide regular reports on spending, vendor performance, and inventory status.
• Recommend adjustments to purchasing strategy as needed

Collaboration and Communication

• Partner with appropriate program staff to understand needs and priorities.
• Communicate clearly about order status, delivery timelines, and any supply issues
• Support in-kind donation efforts 

Required

• At least 2 years of experience in purchasing, procurement, retail, supply chain, or similar.
• Demonstrated ability to manage a budget and track spending accurately.
• Experience with inventory tracking systems, databases, or spreadsheets
• Strong negotiation, research, and comparison-shopping skills.
• Excellent organizational skills and attention to detail.
• Clear written and verbal communication skills.
• Skilled in Google sheets and/or Excel
• Ability to work independently, prioritize competing tasks, and meet deadlines.
• Bachelor’s or associate’s degree in business administration or related work experience

Preferred

• Experience working in a nonprofit or mission-driven organization.
• Knowledge of seasonal buying cycles and how to identify strong value opportunities.
• Commitment to the mission of the organization and the population we serve.
• Enjoys the art of shopping.

Working Conditions and Physical Requirements

• The Sharing Shelf is a hybrid warehouse and office facility. This position would include occasional travel to vendor sites as needed. 
• Ability to lift and carry up to 25 pounds, and to move, sort, and count stock as needed.
• Valid driver's license and reliable transportation 
• Schedule may occasionally involve evenings or weekend hours to meet The Sharing Shelf needs or take advantage of time-sensitive purchasing opportunities.
• This is an on-site part-time position with future flexibility to work partially from home

Compensation and Benefits

• Salary Range: $26 – $ 29 per hour for 25 hours per week
• Benefits: Paid time off and sick leave.