Purchasing Materials and Supplies

• Receives and reviews purchase requisitions for completeness, contract compliance, and adherence to organizational policies and procedures.
• Processes and routes orders for medical supplies, expedites open orders, facilitates product substitutions for backordered items, and verifies pricing against contractual agreements.
• Reviews non-catalog purchase requisition items to determine whether existing ERP system items should be utilized.
• Transfers orders to contracted suppliers when product conversions have been approved by Regional Resource Groups, local Product Conversion Committees, and department stakeholders to ensure compliance goals are met.
• Investigates and resolves pricing discrepancies, backorder issues, and supplier-related concerns in collaboration with customers and vendors.
• Addresses product quality concerns by troubleshooting issues reported by departments and working with suppliers to achieve resolution.
• Coordinates acceptance testing with suppliers and hospital departments, documents results, and follows through on outstanding issues until equipment functions according to specifications.
• Reviews, approves, and routes invoice discrepancies when invoices cannot be matched to purchase orders.
• Works closely with Finance to ensure accurate pricing, system data integrity, and compliance with contract pricing agreements.

Issue Resolution

• Enters manual and hard-copy order requests into the Lawson system to generate purchase orders.
• Verifies purchase order confirmations, including pricing, unit of measure, and product availability, and follows up with Transaction Management or suppliers if confirmations are not received by the next business day.
• Processes electronic requisitions and inventory control reorder recommendations to create purchase orders.
• Supports the product return process by obtaining all necessary documentation from vendors.

Vendor Relations

• Communicates with vendors regarding the procurement of supplies, equipment, and service contracts in accordance with organizational policies and procedures to ensure product accuracy, pricing, and delivery requirements are met.
• Collaborates with vendors to coordinate site preparation requirements for equipment installation, including electrical, biomedical, and utility needs.
• Schedules equipment deliveries and installations while ensuring all operational requirements are addressed.
• Coordinates equipment repairs and secures loaner equipment when necessary or requested.

Process Improvement

• Assists departments in identifying opportunities to improve product standardization, product content management, and item cross-referencing.
• Supports initiatives designed to improve purchasing efficiency, accuracy, and compliance.

Emergency Procurement

• Processes urgent and overnight orders to support critical operational needs.
• Responds promptly to end-user requests for emergency procurement and provides order status confirmation.
• Arranges same-day pickup or delivery of emergency products from local suppliers as needed.