The Stores Manager is part of the Facilities department at Vanderbilt University and is a key contributor responsible for the daily and strategic management of the Stores operation, including efficient delivery of materials and supplies to other Facilities Maintenance and Operations units, ensuring adequate materials are available to operational objectives, developing and maintaining an efficient inventory system, and supervising Stores personnel. The position reports to the Assistant Director of Campus Services.
 

About the Work Unit:
Facilities provides facilities support for all construction, renovation, and routine maintenance of university space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for Vanderbilt University and Vanderbilt University Medical Center.

Duties and Responsibilities:
• Oversee daily operations of MRO warehouse, including receiving, stocking, order processing, picking, releasing, and delivery of materials and supplies to Maintenance and Operations units across campus.
• Ensure data integrity within the inventory management software, ensure use of and implement new standardized procedures.
• Minimize inventory discrepancies, shrinkage, and stockouts by promptly addressing and resolving issues.
• Analyze inventory data, identify trends, and generate regular reports to management on key performance metrics, such as stock turnover, fill rates, non-stocked item orders, and obsolete inventory.
• Develop and implement effective inventory management strategies including stock tracking, cycle counts, inventory turnover, and reconciliation procedures.
• Establish standards for stock nomenclature, bin designations, and documentation.
• Proactively identify materials, supplies, and critical parts needs, and then take appropriate purchasing and stocking actions.
• Streamline processes to ensure accurate procurement of parts and efficient delivery of parts to Maintenance & Operations personnel.
• Optimize warehouse and storage areas for efficiency in use of space and movement of inventory.
• Collaborate with Maintenance & Operations personnel to proactively identify opportunities to streamline inventory processes, reduce costs, enhance overall warehouse efficiency, and align operations with other inventory-related goals.
• Lead and supervise a team of material buyers and storeroom personnel to assist with inventory control and management, and ensure that inventory is properly organized, labeled, and easily accessible.
• Provide training and guidance to staff on inventory best practices, safety protocols, and proper handling/storage of materials.
• Research and recommend alternative methods for material procurement, storage, and logistics including just-in-time delivery, vendor stocked parts, and third-party fulfillment.
• Work with vendors to ensure pricing, quality, availability, and delivery of materials and supplies.
• Communicate available parts information to supervisors and managers within Facilities.
• Review and approve P-Card and other purchasing transactions for Stores personnel.
• Manage the Vanderbilt Surplus Items Program.
• Coordinate movement and disposition of surplus materials through outside agencies or Vanderbilt operating units.
• Manage surplus product mix, item quality, create and maintain web catalog of available goods for Vanderbilt operating departments.
• Other duties as assigned. Leadership
• Ensures a strong and resilient organizational structure through effective management of current staff and operations, evaluation of operations for improvement opportunities, and assisting management with analysis and planning.
• Responsible for evaluation, coaching, and professional development of direct report staff members.
• Guide, teach, and lead all team members to ensure organizational effectiveness, professional interpersonal interactions, excellent communication, ownership, commitment, and teamwork.

Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific
role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on
organizational and operational needs.
 

Supervisory Relationships:

This position does have supervisory responsibility, this position reports administratively and functionally to the Assistant Director of Campus Services.
Education and Certifications:

Qualifications:

A bachelor’s degree from an accredited university, or an equivalent combination of education, relevant military experience, and relevant skills, is required.

Additional post-secondary education is preferred.

Must be able to obtain a fork truck operators license.

Experience and Skills:

3 years of related experience is required.

Experience managing operational material inventories is required.

Demonstrated effective communication, interpersonal, and teamwork skills are required.

Excellent organizational skills, record-keeping abilities, and attention to detail are required.

Demonstrated skills utilizing Adobe Acrobat and Microsoft Office applications is required.

A valid TN driver’s license and ability to satisfy Vanderbilt University MVR requirements is required.

Experience with Oracle-based, CMMS, or other inventory management database systems preferred.

Previous purchasing, inventory management, accounting, or data entry work experience is preferred.

Previous Higher Education work experience is preferred.

Previous Facilities Maintenance work experience is preferred.