The Expeditor will perform purchase order generation, expediting and purchase order/invoice reconciliation. The Expeditor also identifies/recommends purchasing cost improvements that support the operations of the company and guarantees timely and efficient assistance to the customers served. The Expeditor serves in a critical staff role responsible for coordinating all hospital requisitions and activating/transmitting all subsequent purchase orders in support of the daily buying needs of all hospital campuses and satellite facilities. The Expeditor is charged with producing the most efficient means of executing buying transactions through the use of software systems and recommended ordering techniques.

Essential Job Functions

• Oversees Vendor Selection
  • Assess vendor capabilities
  • Evaluate vendor performance
  • Negotiate delivery
• Consults with department managers and surgeons to determine product, equipment, and service requirements
  • Compare costs
  • Evaluate quality and suitability
  • Determines appropriate vendors
  • Provides product information to the Contract Managers and Director as requested
• Consults with vendors
  • Evaluates and investigates order issues that may arise
  • Reviews proposed contracts
  • Reviews discounts, pricing, and delivery of products
  • Resolves invoicing issues and ensures proper credit is received
  • Directs compliance with purchasing policies
  • Expedites orders
  • Coordinates the timely arrival of proper equipment or supplies
• Maintains records
  • Updates computer files with product, vendor, and pricing information
  • Ensures continuous maintenance coverage as per warranty and contract expiration.
  • Assistas with loaner equipment/supply as needed
• Orders supplies
  • Maintains adequate par levels of supplies on all department units of stock and non-stock items
  • Assures supplies are delivered in a timely manner.
  • Receives daily orders from the storeroom and verifies with the storeroom.
• Assists the Recall coordinator with the collection and return of manufacturer’s recalled items
  • Arrange for return and replacement.
• Coordinate with Safety Department
• Other duties as assigned.

Specialty Functions

• Executes the procurement requisitioning process.
  • Ensures that the appropriate signatures are present authorizing approval of the purchase and verifies that the appropriate account is assigned.
  • Confirms accuracy of product and pricing.
  • Returns completed requisitions to the appropriate departments.
• Processes all returns to vendors.
  • Confirms accuracy of the completed return authorization form and includes the RGA number that was supplied by the vendor.
  • Tracks the credit or replacement to assure that they were received.
• Expedites the return of defective products or merchandise in need of repair.
  • Ascertains the nature of the problem determines the value, obtains vendor authorization for the return and forwards product and authorization for return to the respective storeroom for shipping.
  • Acquires records and files all vendor contact information.
• Monitors the procurement process and procurement issues.
  • Requests quotations from vendors.
  • Obtains product status, pricing, information availability and records pertinent information on the computerized purchase order.
  • Problem solves as needed and assists other Expeditors as required.
• Executes routine orders.
  • Processes orders through the on-line or traveling requisition, purchase order, EDI or fax phase.
  • Verifies the accuracy of the ordered product by checking order number, price, unit of measure and quantity.
• Facilitates the timely payment of invoices that do not conform to the computerized matching function.
  • Verifies that pricing and quantity are in conformance with the purchase order.
  • Researches discrepancies to establish compliance with all purchase order conditions and executes the functions necessary for corrections.
  • Manages specific payable status exception reports.
• Provides support to Contract Managers and Director as requested.
  • Sources and researches products and equipment.
  • Assists with Identifying and notifying user departments when product recalls occur.
  • Determines product substitutions in conjunction with Contract Managers and end-users as necessary.
  • Consistently seeks cost improvement opportunities and efficiencies

Required Qualifications

• High School Diploma, GED or higher level of education.
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
• Basic Math and Keyboard Proficiency
• Proficient Spelling Skills
• Proficient 10-key Numeric Skills
• Functional Skills on PC and Related Software (Microsoft Office)
• Knowledge of basic Office Equipment such as copier, fax machine, etc.
• Proficiency in the use of Excel Spreadsheets, PowerPoint, and various software programs
• Proficiency in Microsoft Office including Outlook
• Ability to learn core materials management information systems and electronic data exchange systems. Proficient with mathematical calculations.

Preferred Qualifications

• Associate’s or Bachelor’s Degree in related preferred.
• One (1) to three (3) or more years of transactional purchasing experience in a formidable business enterprise.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system

Supervisory Responsibilities

• This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between Independence Health System locations.

LEAN

• Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Independence’s missions, vision and values.

AAP/EEO

• Independence Health System is an Equal Opportunity Employer. It is the policy of Independence Health System to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Independence Health System will conform to the spirit as well as the letter of all applicable laws and regulations.
• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.