Materials & Inventory Coordinator

POSITION OVERVIEW

KSW Properties LLC is seeking a detail-oriented Materials & Inventory Coordinator to manage procurement, inventory tracking, and materials logistics across our residential renovation projects. This role is critical to keeping multiple concurrent fix-and-flip projects on schedule and within budget by ensuring materials are ordered correctly, delivered on time, and properly allocated to job sites.

KEY RESPONSIBILITIES

Materials Procurement & Ordering

• Process and place materials orders based on project manager requests and approved project specifications
• Coordinate with primary vendors including Home Depot Pro, AZCL Lighting, Solar Industries, and other specialized suppliers
• Verify order accuracy against project plans and budget allowances before placement
• Track order status and delivery schedules, proactively communicating delays to project managers
• Maintain relationships with vendor representatives to resolve issues and negotiate pricing

Inventory Management

• Maintain accurate inventory records across all active job sites and storage locations
• Conduct regular site visits to verify materials have been delivered and properly stored
• Track materials usage and identify discrepancies between ordered and used quantities
• Coordinate returns, exchanges, and warranty claims for defective or incorrect materials
• Implement and maintain inventory control systems using Houzz Pro and other tools

Logistics & Coordination

• Schedule deliveries to align with project timelines and site readiness
• Coordinate with contractors and project managers regarding material availability and installation schedules
• Ensure job sites are prepared for material deliveries (access, storage, protection from elements)
• Manage material storage solutions to prevent damage, theft, or loss
• Coordinate material transfers between job sites when appropriate

Documentation & Reporting

• Maintain detailed records of all purchase orders, deliveries, and receipts
• Track spending against project budgets and alert management to potential overruns
• Generate regular reports on materials costs, delivery timelines, and inventory status
• Document vendor performance for future reference
• Ensure all invoices are properly coded and submitted for payment processing

Quality Control

• Verify materials meet project specifications and quality standards upon delivery
• Inspect materials for damage or defects before acceptance
• Ensure proper materials are allocated to correct properties to prevent installation errors
• Flag potential specification conflicts or substitution needs to project managers

REQUIRED QUALIFICATIONS

• High school diploma or equivalent
• 2+ years experience in materials coordination, inventory management, or procurement
• Strong organizational skills with exceptional attention to detail
• Proficient in Microsoft Excel, Google Sheets, and inventory management software
• Excellent written and verbal communication skills
• Valid driver's license and reliable transportation for site visits
• Ability to lift 50 lbs and work in active construction environments

PREFERRED QUALIFICATIONS

• Experience in residential construction or renovation industry
• Familiarity with construction materials, finishes, and specifications
• Experience with Houzz Pro or similar project management platforms
• Knowledge of local suppliers and vendors in Tucson area
• Bilingual (English/Spanish) communication skills

COMPETENCIES

• Detail-oriented: Catches errors before they impact projects
• Proactive communicator: Anticipates issues and keeps stakeholders informed
• Problem solver: Finds solutions when materials or deliveries don't go as planned
• Time management: Juggles multiple projects and priorities simultaneously
• Relationship builder: Develops productive partnerships with vendors and team members
• Systems thinker: Creates and follows processes that improve efficiency

WORK ENVIRONMENT

• Office-based with regular site visits to active renovation projects
• Exposure to construction sites with typical hazards (noise, dust, uneven surfaces)
• Occasional lifting and moving of materials samples or small items
• Standard business hours with occasional flexibility needed for delivery coordination

Job Type: Full-time

Pay: $17.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person