Job Description

Position Summary

The Corporate Materials Coordinator supports purchasing and supply operations across multiple facilities from a central location. Unlike a single facility-based role, this position focuses on system-wide ordering, vendor and contract support, data accuracy, and cost control. Management relies on this role to resolve supply issues, maintain item and pricing data, and keep purchasing consistent across sites.

Key Responsibilities

Purchasing Support:

• Process purchase requisitions and purchase orders for supplies, equipment, and services across sites
• Follow up on backorders, delays, and substitutions, and communicate updates to facilities
• Monitor orders for contract compliance and flag off-contract purchases
• Support emergency or urgent orders when sites have critical shortages

Vendor and Contract Support:

• Serve as a point of contact for vendor and distributor representatives on order status, pricing, and delivery issues
• Help maintain contract files, pricing schedules, and renewal calendars
• Assist with price comparisons, product trials, and standardization projects
• Track vendor performance (fill rates, on-time delivery, billing accuracy)

Data and Systems:

• Maintain item master and pricing data in the ERP or purchasing system; communicate savings opportunities with management
• Update catalogs, units of measure, and vendor information
• Run routine reports on spend, usage, and inventory levels, and identify trends or anomalies
• Reconcile purchase orders, receipts, and invoices, and help resolve payment discrepancies with Accounts Payable

Inventory and Par Level Oversight:

• Review facility par levels and usage data and recommend adjustments
• Support periodic inventory audits and reconcile variances
• Help monitor expiring or slow-moving stock across locations

Compliance and Quality:

• Support product recall and safety alert processes by identifying affected items and notifying sites
• Maintain documentation to support audits, surveys, and regulatory requirements
• Ensure purchasing follows organizational policy, approval limits, and ethical sourcing standards
• Serve as a resource for facility administrators, nursing leaders, and department managers on supply questions
• Coordinate with Finance, Accounts Payable, IT, and Clinical Operations on cross-functional issues
• Contribute to cost-savings initiatives and product standardization efforts

*Other Duties as Assigned

Requirements

Required:

• High school diploma or equivalent
• Minimum 3 years of experience in purchasing, supply chain, inventory, accounts payable, or administrative support (Healthcare Preferred)
• Proficiency in Microsoft Excel and Outlook
• Strong attention to detail and accuracy with numbers
• Clear written and verbal communication
• Ability to prioritize competing requests and meet deadlines

Preferred:

• Experience with an ERP or purchasing system (e.g., Oracle, Lawson/Infor, MediTech, SAP, or similar)
• Familiarity with healthcare products, group purchasing organizations (GPOs), or distributor catalogs
• Basic data analysis or reporting skills

Core Competencies:

• Accuracy and follow-through
• Analytical thinking
• Vendor and customer service orientation
• Time management
• Discretion with contract and pricing information

Working Conditions:

• Primarily office-based, with computer work for most of the day
• Occasional travel to facilities
• Must be able to lift and move up to 50 lbs, with or without reasonable accommodation
• Standard business hours, with flexibility for urgent supply needs