The Procurement Coordinator helps support the organization's purchasing and procurement activities. This position is responsible for purchasing supplies and services, working with vendors, assisting with inventory, processing purchase orders, and helping reconcile invoices. The Procurement Coordinator works with department managers, vendors, receiving staff, and Accounts Payable to ensure purchases are completed accurately, on time, and within budget.
Professional Duties
- Process purchase requisitions and purchase orders for medical supplies, medications, office supplies, equipment, DME, printing, and other operational items in accordance with purchasing procedures.
- Serve as a point of contact for open orders and deliveries, follow up on vendor performance, pricing, delivery status, returns, and replacements, and coordinate resolution of issues.
- Assist with new vendor setup. Support contract and GPO purchasing opportunities. Maintain vendor records and required documents, including W-9s.
- Monitor inventory level and assist with replenishment. Work with receiving staff to resolve shortages and discrepancies. .
- Verify appropriate department and GL coding, required approvals, PO requirements, and supporting documentation before processing purchases.
- Assist departments with sourcing products, obtaining and comparing vendor quotes, evaluating pricing, and identifying cost-effective alternatives when needed
- Prepare reports related to purchasing activity, spending, and cost savings. Maintain purchasing records and procurement files. Ensure procurement documentation is complete and maintained for audit purposes.
- Review vendor invoices against purchase orders and receiving documentation; assist with three-way matching and resolve pricing, quantity, billing, and other invoice discrepancies with vendors and Accounts Payable
- Assist with procurement process improvements, cost-saving initiatives, internal control improvements, system improvements, and other department projects.
- Perform other duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Two years of healthcare purchasing, procurement inventory, vendor management or related experience required.
- Knowledge of purchasing and procurement processes.
- Basic understanding of invoice reconciliation and Accounts Payable processes.
- Ability to utilize Mas 90 and Envi or other Procurement Module (ERP).
- Proficient in Microsoft Office (Word, Excel, Outlook).
- Strong organizational, communication, and customer service skills.
Physical Demands
- Sitting: Approximately 50% of day.
- Standing: Approximately 25% of day.
- Walking: Approximately 25% of day.
- Lifting: 0 - 25 lbs. approximately 25% of day.
- Bending: Approximately 10% of day. Kneeling < 20%.
- Hearing/Visual Acuity: Adequate for use with computers, telephone, and other office tech equipment approximately 50% of day.
- Computer: Highly technical work environment. Must be able to work ≥ 6 hours per day using computers, telephone/cellphone, and other office tech equipment.
- Reaching: Above head 75 degrees approximately 15%.
- Hand grip dexterity: Approximately 70% of day.
