FINANCE & PURCHASING COORDINATOR Only Female

Purpose of the Role

The Finance & Purchasing Coordinator supports the financial administration, purchasing, inventory, and general office needs of Brana Play School. The primary focus is purchasing, receipts, expense records, petty cash documentation, vendors, supplies, and inventory.

The Coordinator is also cross-trained in school administration, records, reception, parent communication, and general office systems so they can provide full office support when needed and ensure continuity of office operations. 

Key Responsibilities

Purchasing & Vendors

• Process approved purchasing requests.
• Purchase approved classroom, office, cleaning, maintenance, and event supplies.
• Check inventory before purchasing.
• Compare prices and suppliers when appropriate.
• Collect receipts for all purchases.
• Maintain organized purchasing and vendor records.
• Follow up on orders and deliveries.

Receipts & Expense Records

• Collect, organize, and file receipts.
• Record school expenses accurately.
• Maintain daily and monthly expense records.
• Update expense spreadsheets and financial records.
• Ensure expenses match receipts and supporting documents.
• Report missing receipts or discrepancies.
• Prepare basic expense summaries for management.

Petty Cash

• Record petty cash transactions.
• Maintain supporting documentation.
• Assist with petty cash reconciliation.
• Report discrepancies promptly.

Inventory & Supplies

• Maintain school supply inventory records.
• Monitor frequently used supplies.
• Conduct regular stock counts.
• Record supplies received and distributed.
• Maintain organized storage areas.
• Identify items that need replenishment.
• Help prevent unnecessary or duplicate purchasing.

Backup Administration & Office Support

When required, the coordinator must be able to:

• Maintain student and staff files.
• Support student and staff attendance records.
• Assist with registration and student documentation.
• Support reception and routine parent communication.
• Prepare forms, lists, labels, letters, and school documents.
• Support printing, photocopying, scanning, and filing.
• Maintain calendars, schedules, and contact information.
• Support school events and administrative preparation.