Materials Management Coordinator

POSITION SUMMARY:

Under the direction of Center Leadership the Materials Management Coordinator is responsible for managing the inventory and procurement of supplies for the Center in collaboration with leadership, vendors, physicians, and team members to determine supply and material needs. The Materials Management Coordinator is responsible for the day-to-day management of the supply procurement, patient billing activities, and arranging for all required repairs of equipment and surgical instruments.

DUTIES/RESPONSIBILITIES:

• Order/purchase all supplies/equipment for the surgery center.
• Ensure proper supplies, instruments, and equipment are available for surgeries and procedures using “just in time” methods to reduce inventory costs. Review schedules well in advance to foresee any unusual high or low demand of supplies.
• Demonstrate appropriate response to changes and fluctuations in schedule to avoid delay in providing equipment and overstocking inventories.
• Coordinate repairs of all surgical instruments/equipment; send instruments out to be repaired and arrange for loaner equipment to be provided by vendor.
• Create and maintain purchase orders for all supplies and equipment purchased.
• Develop and maintain working relationships with all vendors servicing the surgery center.
• Enter all charges on patient charge sheets and provide final facility charge for patient billing.
• Update supply costs and resultant charges in computer inventory system.
• Match P.O.s, packing slips, and invoices to ensure accuracy of billings; submit all invoices to leadership for approval. Monitor all backorders and communicate with accounts payable to facilitate accurate payments. Report any discrepancies to Center Leadership before payment of invoices.
• Transport delivered supplies and packages from shipping/receiving area to appropriate area of the surgery center.
• Unload/unpack supplies from shipping cartons and stock supplies on supply shelves and in the OR, Recovery, and supply room areas.
• Transport borrowed supplies to/from hospital and/or other surgery centers.
• Participate in marketing, utilization and cost containment activities.
• Ensure all equipment and instruments are functioning properly.
• Maintain computerized inventory of all supplies, instruments, and equipment.
• Assist leadership in budget preparation.
• Utilize facility resources appropriately avoiding wasteful practices; reports wasteful practices.
• Analyze work area and make recommendations for potential cost-effective improvements.
• Demonstrate knowledge of appropriate vendors to obtain appropriate equipment and supplies.
• Maintain current files, records and catalogs for equipment/sales representatives who service center.
• Perform research of information and vendors to locate specialized equipment as requested by the medical staff and approved by the Center leadership.
• Meet with vendor representatives to review new items available and changes in pricing.
• Maintain records of warranties and preventative maintenance requirements and contracts. Review frequently to determine timely records and documentation.
• Maintain supplies and records for biohazardous waste management.
• Maintain logs of linen supplies.
• Perform other duties as assigned.

EDUCATION/EXPERIENCE:

REQUIRED:

• High school diploma or equivalent
• Adept at various computer software applications including database software, spreadsheets, scheduling software, and MS Office Suite.
• BLS certification

PREFERRED:

• Surgical Technologist experience
• Sterile Processing experience
• ASC experience