Material Coordinator

About the role

Responsible for the day-to-day activities of the purchasing department including receiving, labeling, stocking, auditing, inventory, and distribution of supplies and materials to all areas of the facility, as well as timely submission of patient supply charges. Coordinates form management and office supply management, ordering, and discharging of equipment throughout the hospital and maintaining adequate inventory of equipment and disposables.

Responsibilities

• Processes orders for hospital areas according to established department procedures, in a timely and professional manner
• Maintains all entries and data in Meditech according to policy and procedure
• Reviews all requisitions as received and researches prices accordingly
• Inputs purchase orders daily and distributes copies to departments as necessary
• Compares purchase orders to requisition and corrects mistakes
• Appropriately uses available technology to enhance both the creation and placement of orders (i.e., computer, fax, phone)
• Prioritizes work to ensure requisitions are processed in an average of three working days as noted by the date on the requisition
• Returns completed requisitions to the requester within five working days (barring extraordinary circumstances)
• Enters and maintains rental orders in the OE module of Meditech
• Assumes responsibility for the accuracy of pricing on all orders processed: resolves invoice variances within five working days as evidenced on the invoice variance report; verifies prices at time of order placement as indicated by the invoice variance report
• Demonstrates a full understanding of hospital's payment terms while negotiating with vendors as noted by payment terms in the vendor file
• Organizes and coordinates materials management functions and activities: implements inventory control system for the hospital; maintains an effective charging system for materials and supplies; coordinates forms and office supply management
• Monitors status of all items ordered: tracks back orders daily until received; investigates alternate suppliers/products immediately if original products are not available; obtains approvals for any substitutes to ensure user areas receive appropriate and essential supplies as noted by department
• Demonstrates willingness to be efficient and cost effective via: managing time to stay within budgetary limitations; meeting with vendors to reduce cost; working with departments to reduce lost equipment charges; recommending ways to reduce expenditures and/or enhance revenues without compromising quality of services
• Promotes efficient use of departmental supplies and equipment via: ensuring equipment is in good working order; reporting equipment problems to appropriate vendors promptly; demonstrating ability to be cost effective when recommending equipment acquisitions/modifications for patient care activities
• Assists with maintaining adequate inventory of supplies and equipment
• Provides Materials Management consultation for all Hospital departments in usage, inventory control, standardization and cost containment
• Handles receiving issues concerning damaged inventory, goods, over shipments, and short shipments of vendor items: correctly processes paperwork and documents purchase orders to resolve all issues; contacts vendor for the purpose of resolving discrepancies
• Conducts all negotiations with vendors in a manner reflective of proper business ethics to include maintaining confidentiality of all vendor information, resolving discrepancies, arranging for repair and replacement of equipment, discussing new and/or alternate products, and scheduling vendor visits with departments as necessary
• Verifies pricing availability and calls vendor with invalid orders that have been rejected on the original order
• Makes necessary adjustments on all purchase orders after receiving a confirmation that shows information from vendor's system
• Verifies correct price, department code, and expense code on items
• Carries out controls and procedures for obtaining lower prices of quality merchandise
• Obtains quotes from a minimum of three vendors (when requested) if the amount is over $500.00 and not on contract
• Maintains hospital equipment inventory to hospital standard
• Ensures proper rental and lease practices
• Organizes and controls semi-yearly equipment physical inventory
• Monitors and controls movement of equipment within the hospital
• Selects, orients, trains, schedules, assigns, directs and supervises department personnel
• Evaluates work performance and initiates or recommends personnel actions such as merit increases, promotions, demotions, transfers, disciplinary action and/or termination
• Performs other related duties as assigned

Qualifications

• High School Diploma or Equivalent including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role (Preferred)

Experience

• 1+ years of experience in a hospital or environment similar to the current structure (Preferred)

Skills & expectations

• Must be attentive to detail and respect confidentiality of information relating to contracts, price lists and bids
• Must be able to read, write, and speak English, as well as possess good verbal and written communications skills
• Basic computer skills with minimal guidance
• Must read, write and speak fluent English
• Must have good and regular attendance