Purchasing Team Coordinator

Job Details: Job Location: Administration (Valparaiso, IN) - Valparaiso, IN, Salary Range: Undisclosed, PURPOSE: The Purchasing Team Coordinator assists and maintains all supplies, pharmaceuticals and equipment at all CPC facilities. This position performs a variety of office and accountable payable tasks as assigned by the Administration/Management.The Purchasing Team Coordinator main duties consist of the order processing and monitoring of inventory, billing and assisting staff as the need arises. ACCOUNTABILITIES AND JOB ACTIVITIES: Process, approve and place orders in Hybrent Place orders with necessary vendors in a timely fashion, focusing on delivery times and product availability in order to avoid stockouts Enter invoices and create new vendors & inventory items in Hybrent File invoices in company filing system (Google Drive) Allocate Credit Card expenses Create, track and submit 222 forms/items File Pharma items in Google Drive Collect and file packing slips in Quickbooks and Google Drive Attend leadership, vendor meetings as needed Monitor expirations & update licenses - C-Arm, Sites, DEA, DR Handle equipment repairs (Process and close JITBIT tickets) Contact vendors regarding repairs on all equipment and acquiring loaner replacements, as needed Monitor Preventative Maintenance (PM) schedule on equipment Organize and lead Supply Chain meetings Process returns, recalls and expired inventory items Assign internal Purchase Order (PO) for CPC admin/leadership staff as needed Download statements and monitor 30 day activity of credit card File patient billing to Google Drive Check on back ordered items Communicate with all vendors to discuss needs and establish timelines to ensure all work is accomplished at the appropriate times Perform duties in a safe manner Demonstrate an awareness of compliance with office safety Demonstrate a thorough knowledge of company safety policies and procedures; participates in the identification and evaluation of potential department safety problems as observed Adhere to OSHA and infection control guidelines 100% of the time as observed Assist Administration/Management with any pending needs Research acceptable substitute items when a backorder or discontinued item arises Establish cost containment strategies Research various vendors for optimal pricing Negotiate pricing structures with various vendors Utilize Group Purchasing Organizations (GPO) to attain optimal pricing Track item trends to reduce or eliminate stocked items Research comparable items that offer a cost savings Review and negotiate contracts with various vendors to optimize quality, pricing and both short and long-term benefits to the company Assist in the establishment of new facilities and/or practice specialties Communicate with the administration team and research all necessary equipment, supplies and pharmaceuticals with a focus on cost containment and logistics Create, utilize and update Equipment List spreadsheet for each new facility Develop and maintain personal and professional skills Attend all mandatory staff meetings per year unless excused as evidenced by documentation Actively participate in performance improvement activities as observed or documented Establish realistic professional goals as evidenced by the annual performance evaluation Actively keep abreast of departmental and organizational activities by initialing log and posted material Demonstrate flexibility in response to unexpected change in workload or situation as observed Serve on committees, as needed, and/or participates in changes of policy and procedures that affect the operation of services as documented Support the mission and goals of the company as observed Read all emails within 24 hours as documented Perform other duties as required Demonstrate safe and cost-effective practice Consistently adhere to OSHA bloodborne pathogen guidelines; apply universal precautions per company standards as observed Consistently utilize proper body mechanics as observed Accurately complete incident reports within the shift of occurrence and immediately communicates critical incidents to the appropriate person per the organizational chart Consistently allocate resources to reduce waste and minimize costs as observed Consistently complete assigned duties within stated shifts in a timely manner as observed and documented BEHAVIORAL EXPECTATIONS Strive for excellence Set challenging goals Produce quality work in a timely fashion Find better/more efficient ways to do things Maintain current knowledge and skill Participate in quality and process improvement efforts Keep work area clean, safe and secure Act Flexibly Adapt to change See the value of different opinions and new ideas Change plans and objectives given new direction or priorities Handle stressful situations effectively Meet Customer Needs Meet internal and external customers’ needs Find new ways of satisfying customers Participate in service improvements efforts Listen and respond to customers Treat customers with compassion and respect Work as a Team Work as a team player Pitch in to help those in need Communicate with others appropriately Listen and respond to others Handle conflict situations effectively Foster trust and respect within the team Participate in committees/task forces Foster Diversity in the Workforce Treat all associates and customers with respect, integrity and dignity regardless of background, race, age, gender, gender identity, sexual orientation, religion or disability Treat all associates and customers fairly Be Self-directed Take initiative and responsibility for actions Identify own learning needs and creating/implementing Learning Plans Perform duties according to policies and procedures Demonstrate ethical behaviors Maintain confidentiality of information Maintain licenses and certifications as appropriate Fulfill operating unit/clinical competencies Use equipment/resources responsibly Respond with Age Appropriate Clinical Care (Clinical Jobs Only) Respond appropriately to the age appropriate psychological and physical needs of patients Understand growth and development needs of the age group with which the associate interacts Integrate family/support system into patient care, as appropriate You must refer to management for approval or final disposition on the following: Change in procedure Difficult patient situations Any situation you are unsure of Job Scope and Work Environment This position is subject to: Confidential information High stress environment due to turnaround requirements Daily hours are subject to change based on scheduling needs Qualifications: The statements in this job description are intended to describe the essential nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. JOB REQUIREMENTS: COMPETENT LEVEL QUALIFICATIONS MINIMUM LEVEL QUALIFICATIONS SKILLS (Typing and special machinery) -Knowledge of accounts receivable -Knowledge of office administration and procedures -Knowledge of general bookkeeping procedures -Knowledge of general accounting principals -Proficient in relevant computer software -Knowledge of instrumentation used in office (fax, scan, copy) -Basic computer skills -Knowledge of the internet -Knowledge of multi-line phone system EDUCATION AND EXPERIENCE (Degrees, years in profession) -5 years of experience in a management medical setting -2 years of experience in a medical sales and customer service role -IT Knowledge -High School Diploma or equivalent -2 years of management experience in a medical setting Special Job Characteristics -Detail oriented -Skilled in mathematics -Analytical thinking -Strong communication skills -Ability to detect errors -Long hours -Fast paced work environment with established time constraints -Must be able to work overtime when required -Must be able to multitask while maintaining accuracy -Must work well with others ‘OTHER REQUIREMENTS: Knowledge of common safety hazards and precautions to establish a safe work environment Must possess a valid Indiana Driver's license Must be able to act calmly and effectively in busy, stressful or emergency situations. Ability to communicate effectively in person, by phone and in writing Requires adherence to all policies and procedures, including standards for safety, attendance, punctuality and personal appearance This position must be willing to do any additional tasks as assigned by management PHYSICAL REQUIREMENTS: HEARING: Adequate to perform job duties in person and over the telephone. SPEAKING: Must be able to communicate clearly to patients in person and over the telephone. VISION: Requires eyesight correctable to 20/20 to operate equipment and read information from printed sources and computer screens. OTHER: Requires frequent lifting and carrying items weighing up to 30 pounds unassisted, including assisting patients when required. Adequate physical ability including sufficient manual dexterity to perform the requisite health care service. Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting and sitting, with some heavy lifting, walking up stairs, pushing and pulling exerted regularly throughout a regular work shift. Requires exposure to communicable diseases, bodily fluids, medicinal preparations and other conditions common to a clinic environment. The above is intended to describe the general content and requirements for the performance for this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. I have read the job description and understand the functions and objectives of the position at this company. This position must be willing to do any additional assignment by management. I have read the job description and understand the functions and objectives of the position at this company.