Surgical Materials Supply Coordinator
Build the supply chain behind safe, efficient surgical care.
As a Surgical Materials Supply Coordinator at North Arkansas Regional Medical Center (NARMC), you’ll play a critical role in keeping the operating room prepared, organized, and moving efficiently. You’ll work directly with surgical teams, vendors, Materials Management, Sterile Processing, and other partners to ensure the right supplies and equipment are available when they are needed—while helping control costs and reduce waste.
About Us
At North Arkansas Regional Medical Center (NARMC), we are committed to providing high-quality healthcare to the communities we serve. Our team works together across clinical and support services to create a safe, compassionate, and efficient environment for patients and the people who care for them.
When you join NARMC, you become part of a team where your work matters. Whether you are providing direct patient care or supporting the teams who do, every role contributes to our mission.
Job Summary
The Surgical Materials Supply Coordinator manages the procurement, inventory, organization, maintenance, and distribution of surgical supplies, implants, instruments, and equipment within Surgical Services.
This position works closely with the operating room team to anticipate supply needs, prepare for scheduled procedures, maintain appropriate inventory levels, coordinate equipment and vendor needs, and resolve supply challenges before they affect patient care or the surgical schedule.
The role also supports inventory management, cost containment, vendor coordination, supply utilization, regulatory compliance, and operational efficiency within Surgical Services.
Key Responsibilities
Surgical Materials & Equipment Management
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Review the daily surgical schedule and proactively anticipate supply, implant, instrument, and equipment needs for scheduled procedures.
- Maintain appropriate PAR levels, inventory levels, and stock availability for Surgical Services.
- Conduct routine inventory counts and reconcile inventory records to ensure accuracy.
- Ensure supplies and equipment required for scheduled procedures are available and ready before each case.
- Procure, receive, organize, distribute, and maintain surgical supplies and equipment.
- Place purchase orders for supplies, implants, special equipment, and other surgical materials.
- Obtain vendor quotes and assist with identifying cost-effective purchasing opportunities.
- Coordinate the acquisition of uncommon or specialty supplies and equipment as needed.
- Manage backorders, supply substitutions, product consolidation, and discontinued products.
- Coordinate the receipt, tracking, and return of loaner and trial equipment.
- Coordinate equipment send-outs for repair and follow up to ensure timely return.
- Partner with Biomedical Engineering and Maintenance regarding equipment repairs, service tickets, and preventive maintenance.
- Coordinate new, repaired, loaned, and capital equipment in collaboration with the Surgical Services Director.
Support for Surgical Teams
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Serve as a primary point of contact between Surgical Services, Operating Room staff, Sterile Processing, Materials Management, Purchasing, physicians, vendors, and suppliers.
- Collaborate with surgical staff to ensure required supplies, equipment, and materials are available for scheduled procedures.
- Communicate potential supply shortages, backorders, equipment delays, and other concerns to the surgical team.
- Develop solutions to supply and equipment challenges to minimize disruption to the surgical schedule.
- Coordinate with vendors regarding product availability, deliveries, loaner equipment, trials, and returns.
- Participate in Surgical Services meetings related to materials, equipment, supply utilization, and operational needs.
- Maintain strong working relationships with internal departments and external vendors to support patient care.
Inventory, Cost Management & Reporting
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Monitor surgical supply utilization and identify opportunities to reduce waste and control costs without compromising patient safety or quality.
- Evaluate inventory levels and adjust stock based on utilization, supply consolidation, pricing, backorders, and changes in surgical procedures.
- Support standardization of surgical supplies and equipment when appropriate.
- Monitor vendor pricing and purchasing opportunities.
- Track supply usage, material costs, and savings.
- Prepare and provide monthly reports on inventory, material utilization, costs, and cost savings to the Surgical Services Director.
- Maintain accurate records of purchases, inventory, supply utilization, and related activities.
Compliance, Safety & Recall Management
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Ensure surgical supplies and equipment are stored, handled, and distributed in accordance with hospital policies and applicable safety and infection prevention standards.
- Monitor expiration dates and remove expired or defective products from inventory.
- Coordinate and document medical device and surgical supply recalls.
- Ensure recalled products are identified, removed, communicated to appropriate departments, and managed according to established procedures.
- Follow infection prevention and safety practices when handling and storing surgical supplies.
- Maintain accurate documentation to support regulatory requirements, audits, and inventory controls.
Inventory & Technology
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Use inventory management and materials management systems to track supplies, place orders, monitor inventory, and maintain appropriate stock levels.
- Maintain accurate electronic records of surgical supplies, purchases, usage, and inventory.
- Generate and review inventory and utilization reports to identify trends and anticipate future demand.
- Monitor supply needs in relation to the surgical schedule and communicate potential gaps proactively.
Anesthesia Supply Support
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Maintain necessary supplies for anesthesia carts and equipment to support anesthesia providers and surgical procedures.
- Ensure anesthesia-related supplies are appropriately stocked, organized, and available.
- Assist with proper disposal of anesthesia-related waste in accordance with safety requirements.
- Provide supply support for anesthesia operations when the Anesthesia Technician is unavailable.
Other Responsibilities
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Participate in special projects and process improvement initiatives within Surgical Services.
- Support operational changes that improve supply availability, workflow, efficiency, and cost management.
- Perform other duties as assigned consistent with the qualifications and responsibilities of the position.
Job Qualifications
Required
Education
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High school diploma or equivalent.
Experience
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At least 1 year of experience working in a perioperative, operating room, surgical services, or related healthcare environment.
Certification
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CPIM or SCCP certification preferred/required based on organizational requirements.
Knowledge, Skills & Abilities
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Ability to read, write, speak, and understand English.
- Strong organizational and inventory management skills.
- Ability to manage multiple priorities and respond effectively to changing surgical schedules and supply needs.
- Strong communication and interpersonal skills when working with clinical staff, vendors, physicians, and support departments.
- Ability to accurately maintain inventory, purchasing, and supply documentation.
- Ability to identify supply shortages, inventory discrepancies, and equipment needs and take appropriate action.
- Ability to work independently while maintaining strong collaboration with the Surgical Services team.
Preferred
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Associate degree or certification in Supply Chain Management, Medical Logistics, Materials Management, Healthcare Administration, or a related field.
- Two or more years of experience in healthcare supply management, materials management, perioperative services, or a surgical environment.
- Experience managing operating room supplies, surgical implants, medical equipment, loaner instrumentation, and vendor relationships.
- Experience with inventory management or materials management software.
- Experience with purchasing, purchase orders, vendor negotiations, and supply cost analysis.
- Continuing education or training in materials management, supply chain, inventory management, or healthcare operations.
- Experience with surgical scheduling and anticipating materials needs based on planned procedures.
