Coordinator, Materials Coded Replacement

Job Summary

Under indirect supervision, the Materials Coordinator facilitates all aspects of material management services. Supports the delivery of patient care by providing cost-effective, timely procurement and acquisition of all supplies and services in support of national standards and internal policies and procedures.

Essential Responsibilities

• Perform inventory analysis to manage company assets by calculating usage data to establish and maintain adequate inventory levels of all supplies needed to support facility operations. Conduct inventory as scheduled; order, receive internal/direct deliveries and put away supplies. Resolve receiving discrepancies with strategic sourcing or vendor as appropriate. Provide product information using national agreements. Determine most cost effective and expedient method of acquisition. Place orders directly with the vendor and/or through automated systems using established process. Conduct routine status checks on open orders and update customers as needed. Arrange for delivery of supplies using internal or external resources and addressing need in the time frame required. Prepare and process appropriate paperwork ensuring general ledger account codes and expenditure authorization limits are accurate and completed within the required timeframe. Maintain all records in accordance with standard policy and procedures; ensure compliance standards are met. Partner with customers to assist and make recommendations for process improvements that will continue to support their changing needs.
• Act as Materials Management representative to determine how to cost-effectively satisfy customer requirements, negotiate process and cost of inventory addition. Inform and educate customers regarding national and regional standards. Negotiate with and determine customer requirements, provide pricing and information using National agreements or research with local Strategic Sourcing. Meet with facility administration, department heads and team leaders to discuss clinic operations, budgetary concerns and inventory management. Provide technical assistance for start-up for new departments, new facilities or moves. Answer, investigate, and resolve customer inquiries in person and via telephone.
• Coordinate procurement of repairs for equipment and instruments via assigned vendor or purchasing. Select appropriate shipper and arrange loaner and handling, notify and inform customer of action taken, follow up to insure timeframes are met. Inform customer of cost of replacement versus estimate of repair to determine appropriate action. If loaner equipment needed, arrange for replacement ensuring required timeframe and customer requirements are met. Arrange for return to vendor, prepare appropriate paperwork. Handle product recalls, process returns, coordinate on-site product and equipment evaluations. Perform PCard purchases, reconcile statement and obtain appropriate approvals within policy guidelines.
• Establish and maintain accurate system records that allow systematic replenishment of perpetual inventory. Participate in training of Materials employees. May train and assist customers on computer procurement system. Assure proper utilization of company assets and lowering program costs by recycling supplies, equipment and furniture to other facilities throughout the region and ESP. Perform additional duties as requested consistent with the job description.
  
  

Experience

Basic Qualifications:

• 2 years inventory control experience.
• 1 year materials management experience.
• 1 year customer service experience.
• Per the National Agreement, current KP Coalition employees have this experience requirement waived.
  
  

Education

• High School diploma or General Education Development (GED) required.
  
  

License, Certification, Registration

• N/A
  
  

Additional Requirements

• Ability to type minimum 40 wpm with above average accuracy.
• Proficiency in the use of applicable computer software (e.g., MS Word, Excel, Outlook) and other work related tools (e.g., fax, copier, scanner, multi-line phone system, etc.).
• Strong organizational skills and ability to work independently and manage multiple priorities in a busy environment with frequent interruptions and time demands.
• Demonstrated courtesy, helpfulness and respect in dealing with customers.
• Effective time management skills.
• Good interpersonal skills with the ability to communicate effectively (both written and oral) with internal and external customers.
• Ability to stoop, bend and reach in relation to plant inventory management.
• Ability to lift up to 65 lbs and use materials handling equipment.
• Willingness to work in a Labor/Management Partnership environment.
  
  

Preferred Qualifications

• Medical terminology.
• Medical Supply familiarity.
• Supply management experience in a hospital environment or ambulatory care setting preferred.
• 2 years purchasing / materials management experience preferred.
• Associates degree
  
  

Notes

• Travel to all facilities/buildings within the East Service area