Purchasing & Facilities Management Coordinator

Home & Health Care Management • Chico, CA

17h • $21 - $30 • Onsite

About The Position

The Purchasing & Facilities Management Coordinator is responsible for sourcing, ordering, receiving, and managing medical and office supplies, equipment, and services across medical, office, janitorial, marketing, and program-related categories. This position coordinates facility maintenance, tracks contracts and renewals, and supports project management initiatives. The role supports daily operations by ensuring accurate inventory, regulatory compliance, vendor accountability, and organized documentation across purchasing, facilities, and special programs. Assists in maintaining all agency facilities through coordination with administrative office staff and vendor management.

Requirements

• High school diploma or equivalent required.
• 2+ years of experience in purchasing, procurement, facilities coordination, or related roles; healthcare experience strongly preferred.
• Knowledge of medical supplies, equipment, and vendor management.
• Must have familiarity with inventory management systems and billing software (e.g., QuickBooks, SAP, NetSuite, or medical EMRs).
• Strong organizational, project coordination, and communication skills.
• Ability to lift and move supply boxes and equipment as needed (50lbs).

Nice To Haves

• Prefer an associate or bachelor’s degree in business, Supply Chain, or related field preferred.
• Understanding of HIPAA, OSHA, and CMS/DME compliance requirements.
• Experience coordinating facilities maintenance and vendor-managed services.
• Knowledge of purchasing best practices, vendor negotiations, contract tracking and cost control strategies.

Responsibilities

• Price, source, and purchase medical, office, janitorial, marketing, and program-related supplies and services.
• Compare vendor quotes and negotiate cost-effective purchasing while maintaining quality.
• Prepare and issue purchase orders (POs); track open POs through to receipt and closure.
• Work with internal departments to forecast supply needs and avoid shortages or overstocking.
• Provide procurement support for Durable Medical Equipment (DME), Community Care Transition (CCT), and Home Modification services for all agency programs.
• Ensure timely coordination with clinical teams for client-specific orders and needs.
• Receive, inspect, and stock supplies and equipment upon delivery.
• Maintain and monitor inventory levels to prevent expiration or shortages.
• Distribute supplies across departments and locations as needed, maintaining proper documentation.
• Dispose of expired or damaged items per policy and safety regulations.
• Manage ordering of flu clinic supplies and medical supplies in coordination with clinical staff.
• Track all medical and office equipment, including warranties and maintenance contracts.
• Coordinate preventative maintenance and service requests with vendors for phones, HVAC, flooring, roofing, solar, janitorial and other items as assigned.
• Coordinate building and facility maintenance across all office locations.
• In conjunction with local office managers, serve as the primary liaison with landlords and maintenance vendors.
• Submit and track repair requests; ensure timely completion of service calls.
• Maintain records of service agreements, inspections, warranties, and maintenance logs.
• Support office moves, remodels, equipment installations, and space planning efforts.
• Maintain a centralized log of all facility and service contracts, including renewal dates and key terms.
• Monitor contract expiration dates and notify management of upcoming renewals.
• Assist with bid collection and vendor comparisons for services and projects.
• Verify and monitor vendor licensing, certifications, and insurance.
• Monitor vendor status for debarment or exclusion from federal/state programs.
• Maintain approved vendor lists and assist with vendor onboarding and reviews.
• Support project management activities related to purchasing initiatives, facilities, and operational improvements.
• Coordinate timelines, deliverables, approvals, and documentation for assigned projects.
• Collaborate with Accounting, Operations, IT, and Management to ensure projects remain within approved scope and budget.
• Coordinate the agency’s Personal Emergency Response System (PERS) program.
• Order, track, coordinate distribution and recovering PERS devices.
• Maintain PERS records and client assignments.
• Coordinate with vendors, clinical staff, and billing to ensure timely activation, maintenance, and discontinuation of services.
• Maintain documentation required for billing, audits, and program compliance.
• Develop written policies and procedures to facilitate PERS operation.
• Develop written policies and procedures to facilitate compliance with regulatory requirements and share /teach/train those parties who will be impacted by the policies and procedures.
• Assist in updating and maintaining MSDS (Material Safety Data Sheets) binders.
• Ensure supply and equipment handling complies with OSHA, EPA, and other regulatory requirements.
• Stay up to date on regulatory changes related to medical supplies, hazardous waste, and purchasing policies.
• Notify infection control of any hazardous waste issues and ensure proper waste handling, pickup, and disposal with documentation.
• Develop written policies and procedures to facilitate compliance with regulatory requirements and share /teach/train those parties who will be impacted by the policies and procedures.
• Mark up and enter all medical supply items into the billing and inventory management system.
• Collaborate with billing and clinical staff to ensure accurate charge capture and cost allocation.
• Develop written policies and procedures to facilitate compliance with regulatory requirements and share /teach/train those parties who will be impacted by the policies and procedures.
• All other duties as assigned by Accounting Manager or Administrator/CEO

Benefits

• On the first of the month following 2 months of employment, you will be eligible for health insurance, dental insurance, vision insurance, life insurance, as well as Flexible Spending Account (FSA).
• Vacation benefits accrue starting on your first day of employment, and you can take paid vacation, sick and holiday leave after 90 days.
• We offer a 401(k) matching up to 4% after 1 year of employment and 1,000 hours worked.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED