Procurement Specialist

Job Description

Job Description

JOB DESCRIPTION

Job Title:

Procurement Specialist

FLSA Status:

Exempt

Reports To:

CFO

Employment Type:

Full-Time

Location:

Admin. Office

EEO Class:

Operatives

Department:

Operations / Supply Chain

Date:

September 2026

Job Summary

• The Procurement Specialist is responsible for managing the purchasing activities of a multi-site outpatient group practice, ensuring timely and cost-effective procurement of medical, office, and capital supplies. This role develops vendor relationships, negotiates contracts, monitors inventory levels, and ensures all purchasing activities align with the organization’s clinical, financial, and operational goals.

• Duties/Responsibilities

Procurement Operations

• Coordinate and manage procurement processes for medical supplies, office equipment, pharmaceuticals, lab services, and facility items across all practice locations.
• Execute purchase orders and requisitions in accordance with organizational policies and approved budgets.
• Source vendors, request quotes, evaluate bids, and negotiate pricing, payment terms, and delivery schedules.
• Maintain an accurate, centralized purchasing system and ensure alignment with supply chain workflows.

Vendor Management

• Establish and manage relationships with vendors and suppliers to optimize service, delivery, and cost.
• Evaluate vendor performance regularly and resolve supply chain or service issues promptly.
• Ensure compliance with group purchasing organization (GPO) agreements when applicable.
• Track vendor contracts, monitor renewal dates, and facilitate renegotiation or RFP processes as needed.

Inventory and Cost Control

• Collaborate with clinic managers and clinical teams to assess supply needs and maintain par levels.
• Monitor usage trends and identify cost-saving opportunities through standardization or bulk purchasing.
• Conduct periodic audits of inventory systems and storage areas to ensure accuracy and eliminate waste.

Compliance and Documentation

• Ensure compliance with regulatory guidelines for medical procurement, storage, and usage (e.g., OSHA, FDA, DEA).
• Maintain documentation for audits, including purchase orders, packing slips, and invoices.
• Support the finance team with invoice reconciliation, budget tracking, and reporting.

Process Improvement

• Develop procurement policies, workflows, and SOPs to improve consistency and efficiency.
• Identify and implement technology solutions to streamline purchasing and inventory processes (e.g., ERP systems, inventory tracking tools).
• Support clinical and administrative leadership with data for decision-making around vendor selection, capital purchases, and supply budgeting.

Required Skills/Abilities

• Ability to manage full‑cycle procurement activities, including sourcing, bid evaluation, and purchase order execution.
• Strong negotiation skills with demonstrated success securing competitive pricing, terms, and vendor agreements.
• Knowledge of supply chain logistics, inventory controls, par‑level management, and multi‑site purchasing workflows.
• Ability to interpret purchasing data, usage trends, and cost impacts to support operational decision‑making.
• Ability to build and maintain effective vendor relationships that support service quality, delivery reliability, and cost efficiency.
• Skilled in evaluating vendor performance, resolving service or delivery issues, and supporting contract renewals or RFP processes.
• Competence in managing vendor documentation, agreements, renewal timelines, and compliance with GPO contracts.
• Skilled in conducting inventory audits, validating data accuracy, and reducing waste across multiple practice locations.
• Strong analytical abilities to assess supply utilization, budget impacts, and operational needs.
• Knowledge of healthcare procurement regulations and standards (OSHA, FDA, DEA).
• Ability to maintain complete and accurate documentation for audits, including purchase orders, packing slips, and invoices.
• Skilled in supporting finance with invoice reconciliation, budget tracking, and procurement reporting.
• Proficiency with purchasing and inventory management software, ERP systems, and digital tracking tools.
• Strong Microsoft Office Suite skills, particularly Excel for reporting, data analysis, and documentation.
• Ability to identify and implement technology solutions that streamline procurement and inventory workflows.
• Ability to develop, refine, and implement procurement policies, SOPs, and standardized workflows.
• Skilled in identifying operational inefficiencies and recommending process improvements.
• Ability to provide data‑driven insights to leadership for vendor selection, capital purchases, and supply budgeting.
• Excellent attention to detail, accuracy, and documentation practices.
• Strong organizational and time‑management skills with the ability to manage competing priorities across multiple sites.
• Effective communication skills with clinical teams, administrative staff, and external vendors.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.

Education /Experience

• Bachelor’s degree in Business Administration, Supply Chain Management, Healthcare Administration, or related field preferred.
• 3+ years of experience in procurement, preferably in a healthcare, outpatient, or group practice environment.
• Strong negotiation and contract management skills.
• Proficiency with purchasing software, inventory management systems, and Microsoft Office Suite.
• Understanding of medical terminology, supply chain logistics, and healthcare regulations.
• Excellent attention to detail, time management, and organizational skills.

Physical Requirements

This job description is not intended to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.