Administrative Materials Coordinator - United States - NANA Management Services

Description

Job Description
The Administrative Materials Coordinator provides administrative oversight of procurement processes, inventory, management, and logistics operations across town- based (Anchorage and the surrounding areas) and more sites. Responsible for reviewing databases for product and supplier accuracy, validating newly added items, and supporting chef accountability for stock ordering. Audits food service and housekeeping pricing, manages price validation processes, and facilitates coordination and communication between vendors, procurement, and operations. Supports cost control, contract compliance, and accurate invoice processing. Reports directly to the Director of Procurement.
Although this position is designated as remote and work-from-home, the incumbent must maintain their primary residence within a 45-mile radius of Anchorage and the NMS Corporate Office. This residency requirement is necessary for business and operational purposes, as the role will require periodic in-office presence and the ability to promptly respond to work-related errands or pickups as needed.
Responsibilities

• Manage ordering systems and oversee procurement processes
• Coordinate foodservice details and supply chain requirements and utilize food service management systems effectively
• Support remote logistics operations and site coordination
• Maintain high level internal and external communications, to include detailed reporting
• Provides administrative material status, tracking reports, and data analysis to support operational decision-making and assist procurement and operational team
• Reviews material system databases to verify product details, supplier information, and newly added items to ensure accuracy, appropriate coding, and alignment with approved vendor agreements.
• Assists culinary leadership in maintaining accountability for stock orders by reviewing purchase patterns, validating product selections, and ensuring alignment with budget and contract pricing.
• Conduct product reviews to validate pricing, substitutions, and approved vendor compliance.
• Visits local retail and wholesale stores in Anchorage and surrounding areas to perform real-time price comparisons on comparable food service and housekeeping items to validate vendor pricing and sourcing decisions.
• Audits food service and housekeeping supply pricing to ensure competitive rates, contract compliance, and cost control.
• Facilitates coordination and clear communication between vendors, procurement, and operational teams to resolve pricing discrepancies, product issues, and supplier concerns.
• Handles price validation processes, including reviewing quotes, verifying cost changes, documenting adjustments, and ensuring proper system updates.
• Assists in identifying cost-saving opportunities and recommending alternative products or sourcing strategies when appropriate.
• Performs responsibilities in accordance with established policies, plans, and procedures to effectively support the Director of Procurement and client project requirements.
• Responds to requests from procurement staff, camp management, chefs, and vendors in a timely and professional manner.
• Assists accounts payable personnel by verifying pricing accuracy and providing supporting documentation required to process invoices.
• Driving is required for this position, including travel to vendor locations and local businesses in Anchorage and the surrounding area.
• Travel to remote sites in Alaska is required for this position (approximately 30%).
• This position has no supervisory responsibilities.
• Other duties that are pertinent to the department or unit's success also may be assigned.

Qualifications

• High School Diploma or GED equivalent or ten (10) years Materials Coordinator experience will be considered.
• Minimum three (3) years' experience field material coordinator experience required. Experience must include shipping/receiving/warehousing materials.
• Familiarity with inventory and catalog management system platforms.
• Strong analytical skills and ability to coordinate effectively with internal teams and external partners to ensure seamless operations.
• Experience in inventory management
• Food service ordering experience required
• Advanced skillset with Microsoft Office Suite (Microsoft Word, Excel, Outlook).
• Excellent communication skills.
• Ability to work independently and across distributed teams.
• Driver's License and an acceptable driving record for the past three (3) years to be eligible under company vehicle insurance policy.
• Must pass all pre-employment contract requirements which may include but are not limited to: criminal background check, drug test, physical and fit for duty assessment and hearing test.
• Applicants not located near a testing facility are responsible for paying for travel to the nearest testing facility.
• Must meet and adhere to all safety guidelines and regulations set forth by the company and client.
  Contract requires employees to read, write, speak, and understand English
Travel Requirements
• May travel up to 30% of the time. This position requires frequent travel to remote camp locations.
• This position will also require occasional travel to corporate meetings, training, and client gatherings.
• The schedule for this position will vary and may occasionally entail evening and/or weekend work.
Skills & Abilities
Time management, critical thinking, interpersonal skills, communication skills, planning and organizational skills include the ability to work independently, prioritize activities, meet commitments, and proactively manage time and a heavy workload. Ability to conduct training sessions in a one-on-one and group setting. Ability to understand and analyze financial performance and related reports and documentation
Working Conditions and Physical Requirements
Weather: The role primarily involves indoor work, though occasional travel to camp locations may expose you to harsh arctic conditions.
Noise level: Noise ranges from quiet to moderate, depending on whether you are at home or in a remote camp environment.
Description of environment: The typical setting is a standard home office, but this can change if you are assigned to a remote camp.
Physical requirements: Employee is required to lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.
Travel: Employee may travel up to 30% to various locations within the U.S. and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs. Travel is coordinated by NMS.
Travel may require an employee or contractor to pass a TSA security checkpoint. If the employee or contractor does not have valid identification, they will not be able to travel until valid identification is obtained and verified. For this reason all employees and contractors must have valid identification when traveling to and from the site, for a list of TSA approved valid identification visit
Flights to Remote Locations: All employees are responsible for all expenses related to reporting to point of hire (Anchorage, AK) for scheduled trips paid for by the company for remote locations.
NMS Core Values
Safety guides our behavior.
Honesty and integrity govern our activities.
Commitments made will be fulfilled.
All individuals are treated with dignity and respect.