Equipment and Project Analyst

About the role

Performs a variety of duties to purchase material, equipment, merchandise and supplies according to system guidelines for cost, quality, and delivery. Analyzes current purchases against active contracts for verification of compliance and for determination of contract renewal. Performs cost/benefit analysis relative to potential acquisitions. Actively seeks cost‑effective alternatives to current products/services to meet departmental non‑labor cost reduction (NLCR) initiatives.

Responsibilities

• Prepares high‑value purchase orders, analyzes quotations, and expedites deliveries and shipments.
• Follows up with vendors to ensure required delivery dates are met.
• Interviews sales representatives, secures bids and quotes, selects supplies/equipment, and places orders.
• Negotiates final costs and terms & conditions for products.
• Submits reviewed purchase agreements through the contracting process to obtain VP signature.
• Studies market trends and products and recommends sources of supply.
• Researches and selects products according to quality, price, technology, and serviceability standards.
• Contacts vendors and system personnel to ensure actions are completed.
• Obtains manufacturer’s spec sheets and provides them to the contracted design team as needed.
• Modifies orders, notifying vendors of material and quantity revisions, rate adjustments, and incorrect materials.
• Expedites orders and coordinates with internal and external receiving departments.
• Obtains proof of delivery, checks against orders, and approves payment of invoices.
• Receives and manages service requests in the Remedy Force system.
• Prepares documents to process equipment repairs, adjustments for damages, and incorrect shipments.
• Purchases materials, equipment, and supplies from vendors.
• Works in Projecto to manage design & construction project‑related tasks.
• Contributes cost‑savings projects to NLCR targets through identification, analysis, and documentation of opportunities.
• Reviews open purchase reports and compares them to scheduled delivery dates to ensure timely receipt of equipment.
• Ensures customers’ purchasing needs are fully met across areas of responsibility.
• Coordinates product returns, prepares documentation for returns, repairs, and adjustments, and follows up with vendors and system personnel.
• Collaborates with the AP department using appropriate software to review and reconcile invoices, avoiding late fees or charges.
• Monitors purchase orders for GPO or independent contract compliance, current pricing, and vendor quality.
• Works with D&C, PM, Finance, and requesters to reconcile budgets and facilitate funding.
• Accurately reports usage and expenditures for Procurement Cards.
• Attends and actively participates in design & construction project meetings as needed.
• Participates on selected Value Analysis Committees as an MRS representative and consultant.
• Participates in the WellSpan Capital Equipment Review Team (CERT) roundtable for approving equipment purchases, representing Strategic Sourcing, conducting product research, and gathering support documents.
• Responds to product recalls and takes appropriate actions.
• Reviews non‑file purchase history data to recommend adding items to the item master.
• Visits user departments to understand needs and build positive relationships.
• Compiles data and prepares regular or special reports, analyses, product comparison reports, and statements.
• Ensures WellSpan standard procedures are followed for equipment and service purchases.
• Maintains policies, procedures, objectives, quality assessment, and safety standards.
• Enhances professional growth through educational programs, literature, in‑service meetings, and workshops.
• Provides outstanding customer service, fosters teamwork, and practices fiscal responsibility through improvement and innovation.
• May supervise day‑to‑day activities of buyers or sourcing specialists for specific product lines (e.g., Clinical IT, Fleet Vehicles, Facilities Development).
• Maintains files and records of current and potential suppliers, materials, prices, delivery dates, and inventories.
• Maintains purchase order and invoice files and related purchasing records.

Qualifications

Education: Associate’s Degree in Business Administration, Accounting, or Finance.

Experience: Minimum 3 years of relevant purchasing experience.

Licenses/Certifications: Certified Materials and Resource Professional (required upon hire); Certified in Production and Inventory Management (preferred upon hire).

Knowledge, Skills, and Abilities:

• Knowledge of supplier communities through web‑based information.
• Ability to source goods and services from the lowest overall cost‑of‑use providers.
• Ability to assess responses to RFPs/RFIs and compare value propositions from multiple vendors and contracts.
• Insight into customer product and service requirements.
• Active participation in contract negotiations.
• Ability to analyze purchasing spend data to identify patterns, trends, and opportunities for volume consolidation.
• Ability to read and understand contractual terms and conditions.

Travel Requirements

Estimated 10% travel – on‑site as needed.

Benefits

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded paid parental leave