Assistant Stockroom Coordinator

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution is currently searching for an Assistant Stockroom Coordinator to join the Finance & Accounting Department. This is a regular, full-time, non-exempt position, and is eligible for full benefits.


As a member of the Stockroom Team, this position is responsible for contributing to and continually improving an efficient and cost-effective process designed to assist Institution staff in their procurement of goods and services from the stockroom. This work must be performed in compliance with Institution policies and government regulations, and involves close collaboration with other groups through an integrated on-line procurement process of Stores Inventory, Accounts Payable, Purchasing and Receiving. This position requires minimal direction and regularly exercises independent judgement and discretion. As a contributing member of the team, this position must be committed to the common purpose, performance goals and approach for which team members hold themselves mutually accountable.


The internal title for this position is Stockroom Representative I.

Essential Functions

  • Work closely with Institution staff involved in procurement activities to ensure effective, accurate and efficient procedures
  • Work as part of the team to ensure the right  products are delivered at the right time and at the right price
  • Work closely with colleagues in support of team cross-training to assist in peak load times, during office absences and as a general resource for all users of these services
  • Anticipate Institution needs and requirements by keeping abreast of market and product trends and developments
  • Establish and maintain product and vendor database and administers assigned categories and product codes in the current ERP system including virtual site
  • Maintain partnerships between external vendors by negotiating for the best price and incentives and analyze market price and product mix, review competitiveness and works to maintain positive vendor partnerships for the benefit of the Institution’s procurement
  • Obtain resources, quotations and secures competitive bids for one-time goods and services
  • Protect Institution resources by recommending policies and procedures that conform to government regulations; make full use of administrative systems to support maximum effectiveness of procurement activities
  • Verify and inspect all delivered items: determines acceptance/rejection
  • Achieve cost savings through vendor selections and review, developing favorable contract agreements and resolving delivery and billing problems
  • Facilitate the preparation and submission of purchase orders generated through the system to the appropriate buyer for purchase
  • In coordination with departmental representatives, ensure that appropriate authorizations and documentation are obtained for procurement activities
  • Work with material handling equipment, light vehicles, hand tools, scales ,banding, shrink wrap and other general office equipment;may operate forklift (certificationrequired)
  • Participate in annual inventory count
  • Through internal and external periodic feedback procedures, measure effectiveness of operations, including customer satisfaction, and propose methods for continuous improvement
  • Assume duties of the Stockroom Coordinator in their absence

Non-Essential functions

  • Performs other duties as required

Education & Experience


  • High School plus at least two (2) years of related experience preferred.
  • Must have demonstrated skills in one or more of the following areas: computer expertise in communications, spreadsheet and database management, familiarity with scientific terminology for supplies and equipment, inventory maintenance, travel management, problem solving/decision making.
  • General computer skills including experience working with spreadsheets; must be comfortable doing data entry and working in an electronic inventory system
  • Strong interpersonal, communication and organizational skills are essential, along with demonstrated personal initiative and willingness to learn and share the learning.
  • Must demonstrate commitment to customer service.
  • Must hold a valid MA Driver’s license.
  • May be required to obtain certification to operate a forklift.


  • Demonstrated skills in contract negotiation and/or procurement processes are desired.

Physical Requirements

Physical requirements include lifting 25 to 50 pounds 3 times per day, and carrying 10 to 25 pounds 6 times per day. Other physical requirements include frequent prolonged standing and walking, kneeling, bending, stooping, twisting, climbing ladders and stools, use of hands for basic grasping/manipulation, use of hands for fine manipulation, pushing, pulling, and reaching above and below the shoulders. Occupational requirements include depth perception, far vision, near vision, peripheral vision, ability to distinguish basic colors, hearing, talking, working around others, working with others, and working alone. Exposure to excessive heat or humidity, and high location will occur.


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