Purchasing Team Coordinator

CENTERS FOR PAIN CONTROL•Valparaiso, IN

1d•Onsite

About The Position

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.

Requirements

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
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
Detail oriented
Skilled in mathematics
Analytical thinking
Strong communication skills
Ability to detect errors
Must be able to multitask while maintaining accuracy
Must work well with others
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
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.
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.

Nice To Haves

Long hours
Fast paced work environment with established time constraints
Must be able to work overtime when required

Responsibilities

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
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 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 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
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
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
Refer to management for approval or final disposition on the following: Change in procedure, Difficult patient situations, Any situation you are unsure of
Willing to do any additional assignment by management