Equipment and Project Analyst

Duties and Responsibilities

Essential Functions:

• Prepares materials and supplies purchase orders that may have high-dollar values, analyzes quotations, and expedites deliveries and shipments.
• Follows up with vendors to ensure they meet required delivery dates.
• Interviews sales representatives, secures bids and quotes, selects supplies/equipment and places orders.
• Negotiates final costs and terms & conditions for products. Submits reviewed purchase agreements through the contracting process to obtain VP signature.
• Studies market trends and products and recommends sources of supply.
• Researches and selects products according to quality, price, technology, and serviceability standards. Contacts vendors and System personnel to ensure actions are completed.
• As needed, obtain manufacturer's spec sheets and provides to WSH contracted design team.
• Modifies orders, notifying vendors of material and quantity requirement revisions, contacts vendors on rate adjustments and incorrect materials.
• Expedites orders and coordinates with internal and external receiving departments.
• Obtains proof of delivery and conducts check against order; checks and approves payment of invoices.
• Receives and manages service requests in Remedy Force system
• Prepares documents to process requests for equipment repairs, adjustments for damages and incorrect shipments. Purchases materials, equipment and supplies from vendors.
• Works in Projecto to manage Design & Construction project related tasks assigned.
• Contributes cost savings projects to NLCR targets through extensive identification, analysis and documentation of opportunities.
• Contributes cost savings and identifies opportunities for initiatives presented to service lines and VASC presentations.
• Reviews the open purchase report and compares it to scheduled delivery dates to make sure open orders for equipment are received on-time.
• Continually works with areas of responsibility to ensure customers purchasing needs are fully met.
• Coordinates product returns, prepares documents to process request returns, repairs, adjustments for damages and incorrect shipments and contacts vendors and System personnel to ensure that actions are completed.
• Works closely with AP department using appropriate software applications to ensure invoice issues are reviewed and reconciled in a timely manner to avoid any late fees or charges from the vendors.
• Continually monitors purchase orders to ensure that the System and our vendors are compliant with GPO or independent contracts, pricing is current, and vendors are providing quality products.
• Works with various departments (D&C, PM, Finance & Requesters) to reconcile budgets. This may involve facilitating funding needed between finance and end-users.
• Consistently and accurately reports usage and expenditures regarding Procurement Cards used in organizational expenditures.
• Attends, and actively participates in, Design & Construction project meetings, when needed.
• Actively participates on selected Value Analysis Committees as MRS representative and as a consultant.
• Participates in the WellSpan Capital Equipment Review Team (CERT) roundtable for approving equipment purchases including representing Strategic Sourcing, conduct product research, and gather support documents.
• Responds to and takes appropriate actions regarding product recalls.
• Reviews non-file purchase history data to discern and recommend adding non-file purchased items to the item master.
• Visits user departments to better understand how to serve them and to help build and maintain positive relationships.

Common Expectations:

• Compiles data for and prepares regularly scheduled or special reports, analyses, product comparison reports, and statements.
• Ensures that WellSpan standard procedures are followed in connection with purchases of equipment and services.
• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.
• May be called upon to supervise the day-to-day activities of buyers or sourcing specialists assigned to specific product lines such as Clinical IT products, Fleet Vehicles, Facilities Development, etc.
• Maintains files and records of current and potential suppliers, materials, prices, delivery dates and inventories.
• Maintains purchase order and invoice files and related purchasing records.

Travel Requirements:

• Estimated Amount: 10% - on-site as needed