Sales Executive

Job Description

Job Description

Procurement & Inventory Coordinator
Department: Production / Operations
Reports To: Production Manager
Direct Reports: None (individual contributor)

  Responsibilities

Procurement of Goods and Services

● Source, evaluate, and select suppliers/vendors based on quality, price, and delivery capabilities.
● Obtain and analyze quotes, proposals, and bids from suppliers.
● Negotiate contractual terms and conditions with suppliers to ensure favorable pricing and terms.
● Create purchase orders and contracts for approved purchases.
● Collaborate with executives to understand their procurement needs and requirements.
● Conduct market research to identify potential suppliers and stay updated on industry trends and pricing.
● Perform purchase order receipts.

Vendor Management

● Develop and maintain strong relationships with suppliers, ensuring open lines of communication.
● Monitor supplier performance and address any issues or concerns promptly.
● Conduct regular supplier evaluations and audits to assess quality, delivery, and overall performance.
● Collaborate with suppliers to resolve any disputes or discrepancies in a timely manner.
● Identify opportunities for cost savings and process improvements through vendor consolidation or negotiation.
● Process and verify vendor invoices against purchase orders and receipts (three-way match), and route approved invoices to Finance for payment.

Inventory Management

● Analyze inventory levels and usage to determine optimal reorder points and quantities.
● Coordinate with internal teams to forecast demand and ensure adequate stock levels.
● Place orders for inventory replenishment and track delivery schedules.
● Monitor inventory levels to minimize excess or obsolete stock.
● Work closely with the warehouse and logistics teams to ensure accurate and timely receipt of goods.
● Perform systematic inventory progression of vendor-supplied products.
● Create sales orders for goods and services.
● Own the cycle count program and inventory reconciliation.
● Maintain pricing accuracy and provide price lists for goods and services.
● Perform sales of non-technical items (patient brochures, neck pillows, etc.).

Order Fulfillment & Shipping

● Monitor and communicate with customers until shipment is delivered.
● Notify customers of shipment of goods with tracking information.

Compliance and Documentation

● Ensure compliance with company policies, procedures, and ethical standards in all purchasing activities.
● Maintain accurate records of purchases, contracts, price lists, and supplier information.
● Resolve any discrepancies or issues related to vendor invoicing.
● Provide purchasing and purchase-order spend reporting as appropriate.

Qualifications

● Bachelor's degree in business, supply chain management, or a related field preferred.
● Proven experience as a Purchasing Agent or in a similar procurement role.
● Strong analytical and problem-solving skills.
● Excellent negotiation and communication skills.
● Proficient in using procurement software and other relevant tools. 
○ MISys and Maintain X preferred.
● Knowledge of sourcing and procurement best practices.
● Familiarity with inventory management principles.
● Detail-oriented and able to work with a high level of accuracy.
● Ability to prioritize and manage multiple tasks in a fast-paced environment.
● Strong organizational and time management skills.
● Ability to build and maintain strong relationships with suppliers and stakeholders.
● Understanding of legal and contractual terms and conditions related to procurement.

 

| Employee Development | Level of Supervision | Years of Experience | Procurement & Inventory Coordinator, I | Typically reports to a supervisor or team leader. | 0-1
| Procurement & Inventory Coordinator, II | Gaining or has attained full proficiency in a specific area of discipline. | 1-3
| Procurement & Inventory Coordinator, III | Gaining or has attained full proficiency in a specific area of discipline. | 3-5