About Us
At Three Rivers Endodontics, we are committed to delivering high-quality, patient-centered care while fostering a supportive, collaborative workplace. With multiple locations throughout the Greater Pittsburgh region, our team works together to provide exceptional endodontic care while supporting one another through teamwork, professionalism, and continuous improvement.
Our Central Support Office plays a vital role in ensuring our clinical locations have the resources, supplies, and operational support necessary to provide outstanding patient care. We are seeking an organized, detail-oriented Purchasing & Administrative Coordinator to oversee purchasing operations while providing administrative support to our leadership team.
Position Summary
The Purchasing & Administrative Coordinator is responsible for overseeing purchasing activities for all Three Rivers Endodontics locations while supporting the day-to-day administrative functions of the Central Support Office. This role ensures timely procurement of clinical and office supplies as well as specialty dental and IT equipment, develops and maintains standardized purchasing and inventory procedures, reconciles vendor invoices and receiving documentation, and supports efficient office operations.
The ideal candidate is highly organized, detail-oriented, and experienced in purchasing, receiving, inventory coordination, and invoice reconciliation. While dental or healthcare experience is beneficial, it is not required.
Key Responsibilities
Purchasing & Vendor Management
- Coordinate purchasing activities for all Three Rivers Endodontics locations.
- Prepare and submit purchase orders while ensuring cost-effective purchasing practices.
- Work with Clinical Leads and support teams to maintain appropriate inventory levels for clinical, office, and operational supplies.
- Monitor inventory usage to prevent shortages.
- Research vendors, obtain pricing, and evaluate products to maximize value and quality.
- Build and maintain positive relationships with vendors and supplier representatives.
- Track vendor performance, pricing trends, and product availability.
- Coordinate special orders and equipment purchases as needed.
- Assist with negotiating pricing, product substitutions, and delivery schedules.
- Develop, document, and continuously improve purchasing procedures and best practices to ensure consistency, efficiency, and accountability across all practice locations.
Receiving & Inventory Control
- Establish, implement, and maintain standardized receiving and inventory control procedures across all Three Rivers Endodontics locations.
- Ensure practice locations consistently adhere to established receiving, documentation, and inventory management procedures.
- Develop and maintain processes for verifying shipments against purchase orders and vendor invoices.
- Oversee the reconciliation of discrepancies involving quantities, pricing, damaged goods, backordered items, and vendor credits.
- Coordinate the resolution of receiving issues, including returns, exchanges, and vendor credits, in collaboration with practice locations and vendors.
- Maintain accurate purchasing, receiving, and inventory documentation to support operational and financial accuracy.
- Manage inventory storage and organization within the Central Support Office.
- Monitor inventory levels across all locations and coordinate replenishment to support uninterrupted clinical operations.
Financial Coordination
- Reconcile invoices, purchase orders, and receiving documentation.
- Ensure purchasing documentation is complete and accurate for Accounts Payable processing.
- Assist Finance with purchasing reports, budget tracking, spending analysis, and vendor expense reporting.
- Maintain organized purchasing records in accordance with company procedures.
Administrative Support
- Provide administrative support to the Central Support Office and leadership team.
- Answer incoming phone calls and direct inquiries appropriately.
- Assist with incoming and outgoing mail, shipments, and deliveries.
- Coordinate office supply inventory and maintain common office areas.
- Assist with document preparation, filing, scanning, and record organization.
- Support meeting preparation, scheduling, and administrative projects.
- Assist leadership with special projects and operational initiatives as assigned.
Qualifications
Required
- High school diploma or equivalent.
- Minimum of 2–3 years of purchasing, procurement, inventory management, supply chain, or receiving/reconciliation experience.
- Demonstrated experience in reconciling purchase orders, packing slips, vendor invoices, and inventory records.
- Strong organizational skills with exceptional attention to detail.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Excellent communication and customer service skills.
- Ability to prioritize multiple tasks while meeting deadlines.
- Strong analytical and problem-solving skills.
- Valid driver's license with reliable transportation for occasional travel between locations.
Preferred
- Associate's or Bachelor's degree in Business Administration, Supply Chain Management, Healthcare, Finance, or a related field.
- Healthcare or dental purchasing experience.
- Experience working with accounting, purchasing, inventory management, or ERP software.
- Experience supporting multiple office locations.
Physical Requirements
- Frequently lift and carry supplies weighing up to 40 pounds.
- Stand, bend, reach, and move inventory throughout the workday.
- Sit for extended periods while performing administrative tasks.
- Operate standard office equipment, including computers, scanners, and printers.
- Occasionally travel between practice locations to support purchasing, inventory coordination, or operational initiatives.
Work Environment
This position is primarily based in the Central Support Office and serves all Three Rivers Endodontics locations. While occasional travel to practice locations may be required to support purchasing initiatives, inventory coordination, training, or operational projects, the role is primarily responsible for developing, overseeing, and supporting standardized purchasing and inventory processes rather than performing routine receiving activities at each location.
Reports To: Controller with dotted line to Executive Leadership
Works Closely With: Finance, Executive Leadership, Doctors, and Operations Leadership to source and support the purchasing and administrative needs of all 3RE locations.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Application Question(s):
- Do you have at least 2–3 years of experience performing purchasing, procurement, inventory management, receiving, inventory reconciliation, or other supply chain-related responsibilities?
Ability to Commute:
- Moon Township, PA 15108 (Required)
Work Location: In person
