Materials Management Coordinator

Demonstrates knowledge of appropriate vendors and group purchasing organization to obtain appropriate equipment and supplies. Maintains current files, records, and catalogs for equipment and sales representatives who service facility. Researches vendors to locate specialized equipment/supplies as requested by the medical staff and approved by the administrator/management. Communicates with vendor representatives to review new items available and changes in prices.

Understands responsibility in maintaining proper levels of inventory and timely distribution. Understands principle of “just in time inventory” Places orders in a timely manner when requisitioned by various areas of the facility. Monitors orders to ensure correct and timely delivery. Maintains receiving area to maintain stores securely. Demonstrates appropriate response to changes in schedule to avoid delay in providing equipment and overstock of inventories.

Reviews schedules well in advance to anticipate any unusual high or low demand for supplies. Continually communicates with the clinical manager and center administrator regarding special procedure requirements. Determines whether correct orders are received, tracks back orders, and rectifies incorrect charges. Reviews all invoices for accuracy by coordinating packing slips and purchase orders. Monitors back orders and communicates with accounts payable to facilitate accurate payment.

Reports any invoice discrepancies to center administrator before payment. Demonstrates knowledge of appropriate systems for the collection and maintenance of records and documentation pertinent to supplies, equipment, and systems. Maintains current files and records regarding orders and back orders. Reviews orders at specific intervals to determine delays. Maintains and frequently reviews records of warranties and preventive maintenance requirements and contracts.

Maintains supplies and records for biohazardous waste management. Continually reviews existing par levels of supplies and adjusts as necessary. Assists with annual inventory counts. Updates the computerized inventory system, adding or correcting inventory system as needed to ensure accurate case costing. Implements safety precautions and provides continual vigilance against accidents, fire, theft, vandalism, harm and inappropriate use of supplies and equipment.

Participates in the QAPI process Attends all required education Regular and predictable attendance Performs other duties as assigned Places purchase orders for all materials needed for the ASC Maintain purchase order PO log book Maintains vendor purchase files Responsible for assuring all chemicals used in the Center have MSDS sheets on file