Material Control Coordinator

Department

OPS Facilities Operations Management:
Materials Control

Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors and visitors.

Under the general supervision from the Director, Facility Services (FS) Operations & Maintenance and daily guidance through the Material Control Lead, the Material Control Coordinator serves as an inventory, distribution, warehousing team member within the Inventory department. The Material Control Coordinator works closely with FS units, including the Shop supervisors, project management group, Trade Shops, as well as other University departments including Purchasing & Payment Services and Environmental, Health, & Safety.

The Material Control Coordinator’s responsibilities include supporting the daily execution of tasks within the inventory unit of FS, the efficient requisitioning, receipt, and distribution of supplies and materials to shop locations on campus, as well as balancing efficient service with measured internal controls. This position is also responsible for ensuring smooth processes for the procurement of services and commodities using IBM’s MAXIMO Inventory Management program and directly into the Universities’ purchasing platform.

• Execute the daily inventory processes which minimize inventory costs while maximizing accurate stocking levels, utilizing MAXIMO reporting tools and function; conduct cycle counting schedules, quarterly/annual inventories, and reporting matrices to minimize variances; continuously monitor stock levels at all inventory locations.
• Inventory operations includes the daily deliveries of parts and materials to supported groups across campus.
• Support the operations of the trades, engineering, and utility plant groups via efficient distribution of materials to the shop locations.
• Assist with daily walk-up requests for parts, materials, or status of previous purchases.
• Collaborate with Operations teams in determining appropriate items and stock levels. Assist shop supervisors in the reconciliation of material work order requests within MAXIMO and the University purchasing platform(s).
• Hold ongoing customer reconciliation meetings with all key customers — within FS and across the University — to ensure service levels and obtain feedback.
• Responsible for ensuring internal controls are both completed and followed to record all transactions which safeguard University’s assets; work with staff on departmental policies and procedures to prevent loss, errors, or omissions and promote accountability.
• Continually adhere to policies and procedures to minimize risk or loss.
• Respond to internal audit requests and audit recommendations as required.
• As required, evaluate current Material Management policies and procedures to reduce work that is not value-added.
• Recommend changes to the Material Lead to streamline processes and ensure optimal customer service; work with internal resources to implement change.
• Assist in the development or updating of Standard Operating Procedures for Material Control functions.
• Measure progress and continually monitor improvements / recommend ongoing changes to the Material Lead.
• Minimize asset-carrying costs of inventory by monitoring stock levels. As required, forecast stock needs based on historical data, seasons, and scheduled maintenance. Ensure that inventory is properly safeguarded and is properly stored, tracked, and managed.
• Collaborate with Buyer/Contract Specialists in the procurement of facility-related services and commodities for internal FS units as well as others across the University.
• Monitor existing processes to evaluate and assess vendor performance based on price reasonableness, service quality, delivery, and other requirements. Evaluate and determine process improvements and customer satisfaction.
• Adopt 'Best-in-Class' practices and establish benchmarks to monitor vendor performance by implementing processes such as vendor scorecards and other…