The Purchasing/ Inventory Control Coordinator performs all aspects of purchasing, managing inventory, and controlling product distribution for purchased items at all company locations. The coordinator must identify the products that are to be purchased, use the most appropriate supplier, detail all aspects of final pricing, track all deliveries, and confirm receipt of all ordered products as well as maintain inventory control of purchases.

The Purchasing/ Inventory Control Coordinator specifically oversees procurement of clinical materials and selection of contracted clinic services, procurement of IT & Office equipment, and maintains company inventory. This position routinely processes purchase requests for clinic, facilities, IT, and administrative supplies and equipment for both stock and non-stock items. Follows up on all purchase transactions until the item is received and accepted and the invoice is processed for payment. The position assures that all procurement is done within HealthFirst’s and Federal procurement rules and regulations.

DUTIES and RESPONSIBILITIES:

• Serve as primary person for inventory control and manages users on the inventory system to ensure proper utilization and recording of all purchases.
• Maintain clinical and laboratory inventory and order supplies as needed, ensuring adequate stock is available at all times. Performs weekly clinical review and inventory reconciliations at all locations.
• Trouble shoots clinical equipment failures and resolve resolves issues with vendors. Set up agreements & is main contact for vendors to provide equipment calibration servmonitor monitors calibration needs.
• Work with non-clinic department managers & staff to determine purchasing needs and requirements for technology, facility operations, office equipment and office products
• Identify the most appropriate supplier for the designated product, open online accounts, determine product availability, perform comparative pricing and negotiate pricing, confirm quality of products and establish delivery requirements/timelines.
• Perform all purchasing functions, such as issuing signed purchase orders (POs), invoice tracking, pricing verification, payment authorization and ensuring completed entries into accounting system for A/P.
• Input and maintain online inventory of all purchased products; ensure products ordered are received and recorded, perform daily and weekly inventory updates as products are received.
• Identify and resolve issues related to product quality, pricing, non-delivery, utilization & loss with vendors.
• Performs vendor setup in inventory and accounting system (Abilia MIP Accounting). Gathers W-9 taxpayer ID numbers for setup as a 1099 vendor in accounting system.
• Checks all vendors against OIG and other federal exclusion lists, maintains exclusion list documents for audit.
• This position is the lead person for finance department on the Compliatric core compliance software. Position will maintain Compliatric documentation for department and particularly responsible for uploading all vendor service agreements/contracts in Compliatric system.
• Perform inventory cycle counts, spot counts and month end reconciliation process; research any variances and authorize appropriate inventory adjustments
• Update company on any new products that may be more efficient or cost effective, obsolete products, product trends
• Conduct records audit of inventory, adjustments and other metrics and prepare monthly/ quarterly/ annual reports of findings to CFO
• Routine and frequent communication with departments and vendors by phone, e-mail or in person, confirming all purchases for accurate pricing and product availability and noting such on each purchase order (PO) including the date and name of person with which the order has been placed.
• Coordinates all product returns with the shipper/receiver. Monitors, tracks and expedites back-ordered, open and working POs. Maintains documentation of all items to be returned or exchanged due to incorrect shipment, over shipment or incorrect items ordered. Ensure a vendor refund or credit.
• Establishes credit accounts for purchases from prime vendors using GPO vendors when available. Establishes acceptable substitutes from secondary vendors for all critical items.
• Maintains and follows up on problem log noting vendor supply problems, department ordering issues and other factors related to purchases that fall out of the normal delivery range.
• Maintains ongoing meetings w/CFO to report on problems or other issues in supply chain.
• Coordinates the purchasing activity for all major purchases & Capital Equipment (items $5,000 or above). Assists in the development of the organization’s annual Capital Budget.
• Seeks opportunities for cost savings through product standardization.
• Complies with clinic and departmental policies, procedures, federal procurement regulations.
• Provides administrative support and performs other duties as assigned for the CFO and Finance Department.

EDUCATION/EXPERIENCE:

Required: High School Grad or equivalent

Preferred: Associates Degree in Business, Accounting, or related healthcare field

Required: Previous purchasing experience as well as supply management and inventory control.

Preferred: Three years of healthcare purchasing experience.

KNOWLEDGE, SKILLS, and ABILITIES:

• Licensure/Certifications/Registrations

Required: Valid New Hampshire driver’s license

Preferred (not required): CMRP – Certified Materials Resource Professional

• Other Skills/Knowledge

o Required: Proficiency in computer technology, information systems and various computer software applications.

o Must be able to effectively communicate and interact with individuals at all levels of the organization as well as outside vendors.

o Provide quality customer service. Excellent interpersonal skills.

o Must be organized with an attention to detail

o Ability to deal with and accommodate interruption in the daily routine.

o Able to work in and help create a Team environment.

o Preferred: Prior experience with inventory software programs.

PHYSICAL REQUIREMENTS:

• Remain in a stationary position (Occasionally)
• Move self in different positions to accomplish tasks in various environments including tight and confined spaces. (Occasionally)
• Move from one worksite to another (Constantly)
• Lift and carry objects up to 20 pounds (Occasionally)
• Communicate with others to exchange information (Constantly)
• Repeat motions that include the wrist, hands, and/or fingers. (Constantly)
• Operate a motor vehicle (Occasionally)

o Must be always done safely.

• Analyze accuracy, neatness, and thoroughness of the work assigned. (Constantly)
• Work in a noisy environment. (Occasionally)
• Work in small and/or enclosed spaces. (Occasionally)

ORGANIZATIONAL EXPECTATIONS:

1. Support the Mission of HealthFirst

2. Interact with persons of various social, cultural, economic, and educational backgrounds in a respectful and dignified manner

3. Establish and maintain cooperative working relationships with co-workers and the public

4. Promote a positive work environment

5. Perform job duties and responsibilities in a manner that reflects the highest ethical and professional standards of conduct and performance

6. Present a professional, business-like image to patients, visitors, and the public

7. Treat confidential information (including Protected Health Information) with respect and care, whether oral, written, or electronic in a manner that ensures its confidentiality

8. Work in a safe and responsible manner