Inventory Specialist

To assist the Operation’s Supervisor, with direct and limited supervision, in the business operations of the VCU Supply Centers, including inventory management and customer/vendor interactions, along with financial management of designated supply center. The Inventory Specialist is responsible for ordering, receiving and handling products for the VCU Research community. The incumbent will provide instant access to molecular biological reagents, disposables and equipment from 31 vendors at negotiated discount pricing with no shipping/handling charges. Specific duties include managing customer orders and day-to-day operations for the VCU Supply Center; providing inventory control; conduct regular interaction with vendors to optimize operations; and providing superior customer service to customers.

Day-to-Day Operations

Receives customer orders from RAMS-FORCE and compiles all orders into a consolidated order template, which is used for all 31 vendors. Understands procedures for placing orders with vendors to replenish stock and order customer “special orders”. Orders are placed normally twice a week (Mondays and Wednesday), but occasional additional orders may be placed. Most vendor orders are placed using the company website referencing a blanket purchase order. Once orders have been placed and verified for the discounted pricing / free shipping/handling, all orders are recorded in a spreadsheet for inventory and accounting purposes. As orders are completed, the spreadsheet is updated to reflect the vendor order as closed. All order documentation is filed and kept on hand in case of customer and/or product issues.

Inventory Control

Receives daily deliveries of products. Each item of order is verified against the vendor packing slip for accuracy and is initialed and dated. All products are stored according to the manufacturer specifications with proper handling. Packing slips are then verified against the original vendor orders to ensure accuracy and completion of order. Completed orders with the necessary documentation are recorded as closed in a spreadsheet and filed away. Stocked items are rotated as needed in order to avoid outdated inventory. Outdated inventory (if any occurs) is recorded and is either properly disposed or returned to vendor.

RAMS-FORCE

Once orders have been picked up by the customer, orders are considered complete for billing purposes. Using the order number, the order is entered into RAMS-FORCE and submitted for invoice processing. All orders are reconciled on a monthly basis, matching sales/margin reports for accuracy. If there are any refund of products or index updates, dated notations are completed to record these transactions.

Customer Service

Listens to and anticipates the needs of the customers. Interacts with customers in a respectful manner, appreciating the diversity and differences. Notifies customers of their orders being ready for pick up at the supply center. Notifies customers of any issues with their orders (backorder status, discontinued products, pricing issues, etc) and helps to resolve those issues. Provides professional customer service when customers arrive to bring up product at the supply centers. Notifies the VCU Supply Center Manager of any issues (customer or vendor) which they deem to be pertinent. 

RealSource

RealSource is used for punch-out catalog orders for the supply center vendors, in addition to any office supply orders through The Supply Room Company. Orders are placed through RealSource and verified for correct discount pricing with shipping/handling waived on most orders. Orders are recorded on the vendor order logs for reconciliations purposes. Once all items of the order have been received, the RealSource purchase order can then be reconciled to ensure accuracy and payment of all invoices. The vendor order log will then be updated with initials to indicate order is completely reconciled.

Liquid Nitrogen / Dry Ice

Liquid Nitrogen / Dry Ice Order and maintain adequate levels of liquid nitrogen and dry ice Update/maintains monthly sales/margin reports. Notify customers for pickup of available liquid nitrogen and dry ice, accuracy and payment of all invoices. The vendor order log will then be updated with initials to indicate order is completely reconciled.

Other duties as assigned

Perform other duties as assigned/needed

Minimum Qualifications

Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

High School diploma or equivalent required. 

Significant customer service experience/skills.

Experience with supply chain and logistics functions, material procurement and inventory control.

Knowledge of storing/handling techniques of sensitive materials helpful.

Ability to complete work with limited supervision and use established procedures to accomplish assigned tasks.

Ability and organizational skills to handle and prioritize a high volume of work and multiple assignments independently in a fast-paced environment.

Must be able to work in a team environment.

Knowledge of Microsoft Office applications (Access, Excel and Word, Internet Explorer, Google Chrome, etc) and the ability to collect and enter data accurately.

Strong interpersonal skills and oral communication. 

Must be dependable, with the ability to change priorities in a fast-paced environment as needed.

Ability to work at any of the three supply center locations (on both campuses) in order to streamline operations and ensure optimal customer service.

Ability to lift 20 pounds routinely and greater than 20 pounds as needed.

Preferred Qualifications

Supply Center background/knowledge (or similarly related field) preferred

College degree preferred

Knowledge of VCU Purchasing / RealSource rules and regulations preferred.