Procurement and Inventory Manager

Required Qualifications (as evidenced by the attached resume): 
Bachelor’s degree (foreign equivalent or higher) in Finance, Business Administration, or related field. Three (3) years of full-time progressive experience in procurement, supply chain, or inventory management. Proficient with Microsoft Office. Advanced experience using Excel. 

Preferred Qualifications: 
Five (5) or more years of full-time progressive experience in procurement, supply chain, or inventory management. Experience with inventory management software. Experience working with Stony Brook purchasing and accounting systems. Experience in a healthcare setting. Knowledge of inventory practices and cost-control methodologies.

Brief description of duties:
The Procurement and Inventory Manager reports to the Finance/Budget Manager and is responsible for performing the organization’s purchasing operations and overseeing the internal inventory control systems. This role ensures that all goods and services are acquired efficiently, cost-effectively, and in alignment with quality and compliance standards. The incumbent will work with vendors to purchase, monitor stock levels, and implement strategies to optimize inventory management across departments. The ideal candidate will have excellent communication, analytical and organizational skills. Please note the candidate must be able to bend and lift. 

Duties:

Procurement and Inventory Responsibilities:

• Oversee the full procurement lifecycle of assigned tasks - from requisition to purchase order and delivery.

• Process invoice payments for supplies, services, publications, etc. using the Wolfmart procurement system or by paper requisitions charging appropriate funds.

• Adhere to Procurement policies and procedures.

• Communicate with suppliers for price quotes to ensure best pricing and quality.

• Obtain necessary approvals (from Finance/Budget Manager, Clinic Managers, etc.) prior to payment and verify that all items were received and are in working order.

• Create and maintain Purchase Orders (POs).

• Update expenditure spreadsheets to track expenses.

• Add and maintain vendors in Wolfmart.

• Place and track orders, ensuring timely delivery and adherence to specifications.

• Process non-encumbered payments as needed and ensure payment completion.

• Scan and electronically file all procurement-related documents, maintaining organized paper copies as required.

• Process stamp request and reconcile monthly charges with requisitions when needed.

• Follow up with vendors and internal departments to resolve any delays, discrepancies, or outstanding issues.

• Process travel reimbursements in Concur.

• Coordinate newsletter mailing.

• Assist with the start-up and close out of fiscal year.

• Monitor and manage inventory levels across both Westbury and Commack sites.

• Record copier counts and track usage for resource optimization.

• Reconcile physical inventory with system records; update databases accordingly.

• Occasional travel to Westbury site to conduct periodic audits for accuracy and completeness.

• Distribute and verify receipt of all deliveries ordered.

Administrative Duties:

• Report and track facilities issues, working with building staff and/or vendors to ensure timely resolution.

• Perform additional procurement, reporting, and administrative tasks as assigned.

Other Duties as Assigned.

Special notes:
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