Purchasing & Contracts Manager

Job Description

Job Description

Position Summary: Procures and maintains materials, supplies, and drug inventory to ensure efficient operation of business within assigned budget. Responsible for maintaining accurate drug inventory records and ensuring all order protocols are followed. This role requires monthly reconciliation activities for inventory and billing to ensure accuracy of ~90M in product.

Responsibilities

• Manages and monitors inventory through Lynx systems for all DENT departments and locations; reconciles and investigates discrepancies
• Ensures user information is current and users are properly trained; assists in developing protocols and SOPs for inventory and systems
• Assists with vendor relationships including screening new vendors, maintaining communication with current vendors, and negotiating acceptable pricing & terms with vendors for purchase & delivery of materials
• Maintains, reviews, & updates purchasing files and price lists each quarter
• Prepares, files, and sends completed purchase orders to suppliers and/or to departments originating requests
• Tracks orders to ensure timely delivery and expedites orders when necessary
• Works with Accounting team to compare invoices against purchase orders/contract price lists; coordinates with Accounting to ensure reporting is accurate
• Verifies proper management approval of all purchasers per policy
• Monitors, manages and tracks tickets for purchases for non-contracted items through websites or live vendors
• Confers with staff, users and vendors to discuss defective or unacceptable goods or services and helps resolve issues
• Manages the office supply and medical surgical order process and approve/deny per policy
• Assists with projects related to facility refresh including cost estimates, contractor quotes, and final product delivery/timeline
• Runs monthly comparison reports to ensure to ensure proper receipt of drug inventory and accurate billing
• Represents the organization with outside vendors, suppliers, and possible contractors
• Other administrative tasks and projects within the scope of purchasing and inventory as needed
• Contract management (service contracts, drug purchasing agreements, Certificates of Insurance, sales quotes)
• Annual contract and Certificate of Insurance audit

Qualifications

• Bachelor’s Degree or 2 years’ experience in a materials coordinator or similar role
• Contract and vendor management strongly preferred
• Strong attention to detail
• Proficiency in Outlook, Word, Excel and ability to learn new software
• Excellent written, verbal, interpersonal and presentation skills
• Must have a flexible work schedule as business needs arise
• Must possess a high level of professionalism for interacting with vendors, management, etc.
• Ability to maintain strict confidentiality and use discretion when sharing sensitive information

Working Conditions

• Minimal/moderate physical effort
• Prolonged sitting; frequent standing and walking with often bending, squatting, reach above shoulder level, crouching, kneeling, and push/pull
• Regular fine hand manipulation
• Associated health risks related to patient exposure including body fluids
• Requires some lifting usually not in excess of 25 pounds

Preferred Education and Experience

• Experience working in a healthcare setting

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Travel

• Travel possible between Dent Neurologic Institute sites
• Travel possible for conferences and events

AAP/EEO Statement

Dent Neurologic Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.