Vendor Relations Coordinator

White Horse Village•Newtown Township, PA

About The Position

Purpose of Job: The Vendor Relations and Inventory Control Coordinator plans, organizes, and directs purchasing and materials acquisition functions. Identifies contract opportunities; develops and executes the strategies necessary to obtain products and services at favorable market prices for the organization and utilizes the GPO where appropriate. Administrative Functions: Assist in developing, implementing, and maintaining an annual review of policies and procedures for bidding and purchasing for the community. Completes all appropriate reports and paperwork as required. Ensures department(s) are in regulatory compliance. Volunteers to serve on committees and/or participates when designated. Human Resources: Ensures compliance with local, state, and federal hiring requirements. Ensures that White Horse Village is a place where all safety practices are maintained. Communications: Maintains positive communications within the department. Facilitates positive communications inter-departmentally. Attends and actively participates in required meetings. Produces written communication that is clear and concise. Maintain confidentiality of resident and White Horse Village business issues. Budget: Provides input for the capital needs of the community based on reports received from departments. Education: Ensures compliance with mandatory in-services. Compliance: Fosters and assists with setting the tone for a community-wide commitment to compliance. Resident Rights: Maintain the confidentiality of resident information. Handle all resident property with respect. Knock before entering a resident’s dwelling. Ensure that residents are treated fairly and with respect, allowing for individuality and privacy. Uphold the residents’ civil rights. Regulatory Compliance: Follow all OSHA, CDC guidelines. Review Safety Data Sheets prior to working with any chemicals. Treat all team members fairly & equally (comply with WHV non-discrimination policy). Adhere to all local, state, or federal regulations as they apply. Complete annual compliance training and exhibit behavior as set forth by the code of conduct in the performance of their duties. Abide by White Horse Village’s code of conduct in the performance of their duties. Committee Function: Serve on committees, as assigned. When serving on a committee, participate to the fullest of your ability. Job Duties: Plans, organizes and coordinates internal systems and procedures for the requisition and purchase of supplies and equipment, ensuring the highest quality at the lowest possible cost. Develops competitive bidding procedures for the placement of orders and negotiates contracts in consultation with the Senior Director of Finance and IT, which provide value to the organization. Manages product review and standardization efforts; in concert with other members of the organization’s management team, establishes criteria and specifications for supplies and equipment used throughout the organization. Prepares and analyzes periodic reports on material usage on a departmental basis, to identify variations from established standards, as well as reports on product quality and cost savings. Conducts materials management and purchasing activities with the highest degree of honesty and integrity, and without bias toward any vendors or outside interests. Research vendor/commodity spends throughout organization to determine savings opportunities. Builds and maintains vendor relationships. Reviews, approves, and codes all invoices for materials. Acts as a resource for the procurement of goods and services to all operating locations. Receive incoming shipments; verify accuracy of quantities, product specifications, and condition of delivered goods. Process packing slips, delivery notes, and discrepancies in coordination with vendors and AP. Stock and replenish healthcare units daily/weekly to ensure availability of essential clinical supplies. Maintain a clean, organized, and well-labeled central supply closet with proper rotation, par levels, and storage practices. Track inventory levels, identify shortages or overstock, and recommend adjustments to optimize cost and space utilization. Procures and orders Capital expensed items and other items at the direction of management based on needs of the organization and budget limitations. Educates organizational program directors regarding organizational-wide cost containment efforts. Assists Accounts Payable by contacting vendors for outstanding invoices, invoice discrepancies and credits as needed. Participates in management planning concerning equipment acquisitions by lease or purchase, and issues related to construction/renovation of facilities. Coordinates new vendor information for exclusion checklists, maintains vendor insurance certificates and maintains vendor contract file per Organization standards. Attends and participates in staff meetings, projects, special events, committees, and continuing education sessions as required. Completes required mandatory training as assigned. Review and match invoices to purchase orders and packing slips; resolve discrepancies with vendors as needed. Submit invoices for AP processing in a timely and accurate manner. Assist with month-end reconciliation of purchasing activity and supply costs. Ensure purchasing and supply chain operations follow GPO requirements, infection control standards, and regulatory guidelines. Maintain documentation, logs, and reports related to purchasing, deliveries, and product usage. Participate in internal audits and support process improvements that enhance financial stewardship and operational efficiency. All other duties as assigned. Compliance Requirements: Completes annual compliance and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of duties. Adheres to the Organizations Policies and Procedures regarding the Compliance Program of the organization and is timely in reporting any concerns. Follows all local, state, and federal regulations as they pertain to the position. Adheres to the Organization’s Policy and Procedures covering Privacy and Security in Compliance with HIPAA regulations. VALUES: Integrity: Doing the right thing even when nobody is looking. Compassion: Demonstrate care and empathy in all our interactions. Inclusiveness: Create a diverse environment that is welcoming and accepting. Growth: Explore opportunities for learning and change. Generosity: Give of oneself to benefit others. Respect: Value the worth of each person. Relationships: Develop meaningful connections with one another. Stewardship: Commit to use our resources wisely.

Requirements

Excellent organizational skills.
Outstanding communication abilities
Ability to multi-task, prioritize and manage time efficiently.
Able to build strong interpersonal relationships with leadership team members.
Able to analyze problems and strategize for better solutions.
Proficiency with Microsoft Office Suite (Microsoft Excel, Microsoft Outlook, and Power Point)
Compassion and Creativity
Excellent written, verbal, and interpersonal communication abilities

Nice To Haves

Bachelor’s Degree with a concentration or major in Accounting or related field preferred.
Healthcare, Senior Living, Life Plan Community and/or non-profit experience is preferred but not required.

Responsibilities

Plans, organizes and coordinates internal systems and procedures for the requisition and purchase of supplies and equipment, ensuring the highest quality at the lowest possible cost.
Develops competitive bidding procedures for the placement of orders and negotiates contracts in consultation with the Senior Director of Finance and IT, which provide value to the organization.
Manages product review and standardization efforts; in concert with other members of the organization’s management team, establishes criteria and specifications for supplies and equipment used throughout the organization.
Prepares and analyzes periodic reports on material usage on a departmental basis, to identify variations from established standards, as well as reports on product quality and cost savings.
Conducts materials management and purchasing activities with the highest degree of honesty and integrity, and without bias toward any vendors or outside interests.
Research vendor/commodity spends throughout organization to determine savings opportunities.
Builds and maintains vendor relationships.
Reviews, approves, and codes all invoices for materials.
Acts as a resource for the procurement of goods and services to all operating locations.
Receive incoming shipments; verify accuracy of quantities, product specifications, and condition of delivered goods.
Process packing slips, delivery notes, and discrepancies in coordination with vendors and AP.
Stock and replenish healthcare units daily/weekly to ensure availability of essential clinical supplies.
Maintain a clean, organized, and well-labeled central supply closet with proper rotation, par levels, and storage practices.
Track inventory levels, identify shortages or overstock, and recommend adjustments to optimize cost and space utilization.
Procures and orders Capital expensed items and other items at the direction of management based on needs of the organization and budget limitations.
Educates organizational program directors regarding organizational-wide cost containment efforts.
Assists Accounts Payable by contacting vendors for outstanding invoices, invoice discrepancies and credits as needed.
Participates in management planning concerning equipment acquisitions by lease or purchase, and issues related to construction/renovation of facilities.
Coordinates new vendor information for exclusion checklists, maintains vendor insurance certificates and maintains vendor contract file per Organization standards.
Attends and participates in staff meetings, projects, special events, committees, and continuing education sessions as required. Completes required mandatory training as assigned.
Review and match invoices to purchase orders and packing slips; resolve discrepancies with vendors as needed.
Submit invoices for AP processing in a timely and accurate manner.
Assist with month-end reconciliation of purchasing activity and supply costs.
Ensure purchasing and supply chain operations follow GPO requirements, infection control standards, and regulatory guidelines.
Maintain documentation, logs, and reports related to purchasing, deliveries, and product usage.
Participate in internal audits and support process improvements that enhance financial stewardship and operational efficiency.
All other duties as assigned.