Administrative Skills, Analysis Skills, Conferences, Cost Control, Customer Support/Service, Data Collection, Data Entry, Database Administration, Detail Oriented, Distribution Channel, Facilities Management, Formulary, HIPAA (Health Insurance Portability and Accountability Act), Healthcare, Information/Data Security (InfoSec), Inventory Management, Leadership, Lifting Equipment, Medical Records, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Negotiation Skills, Onboarding, Operational Support, Organizational Skills, Physical Demands, Policy Implementation, Presentation/Verbal Skills, Privacy Controls, Problem Solving Skills, Procedure Implementation, Process Management, Procurement Management, Project/Program Management, Purchasing/Procurement, Regulations, Rental Rates, Rentals, Safety/Work Safety, Sourcing Strategy, Vendor/Supplier Relations, Vendor/Supplier Selection, Willing to Travel, Writing Skills
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Summary/Objective: At the direction of the Vice President of Strategic Sourcing & Occupational Safety, the Procurement Coordinator serves as a key support resource to North Shore Health's centers and support teams. This role is responsible for coordinating procurement activities, supporting vendor relationships, managing purchasing processes, identifying cost-saving opportunities, and helping ensure centers have the products, services, and resources needed to deliver exceptional resident care.
A successful candidate will demonstrate a hospitality-minded approach to service, treating our centers as valued customers and responding with urgency, professionalism, and a commitment to helping teams succeed. Success in this role requires strong customer service skills, attention to detail, and a passion for delivering exceptional support that enables caregivers and leaders to focus on achieving clinical excellence and an outstanding resident experience.
Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Serves as primary liaison between facilities and vendors.
- Manages questions/concerns related to preferred vendor and vendor specific formulary, including additions, removals, alternatives, etc.
- First point of escalation for all support requests related to vendor, product & supply issues.
- Communicates all vendor recall notices.
- Manages facility requests for supplies, materials, equipment - including routing requests to appropriate vendor contacts for quotes and product availability, when necessary, assists in purchases
- Reviews automated reports from procurement and rental systems.
- Notifies senior leadership team of significant changes to rental costs or supplier spend.
- Coordinates business review meetings with vendors and ensures distribution of meeting material in advance.
- Collect and organize data from various sources including software systems, meetings, etc. to distribute to appropriate parties.
- Ensures that buildings have appropriate paperwork, identification, etc. to work with vendors and have routine work completed with copies on file.
o Ex. FEIN distributed; credit applications completed.
o Manages, completes, and keeps records of credit applications.
- Reviews and validates new vendor onboarding into appropriate systems.
- Understands and keeps an updated version of Procurement policies and procedures.
Additional Duties:
- May at times be asked to assist in managing office supply inventory, coordinating replenishment and special-order requests, and providing additional administrative and operational support services as needed to ensure an efficient and productive work environment.[SB1.1][SG1.2]
- Complies with laws and regulations applicable to position and act in accordance with Support Center Compliance Program
- Able to effectively support, work with and through other departments as required to meet company objectives.
- Resident Rights
o Knows Resident Rights. Helps the residents/patients exercise and/or protect their rights
o Reports resident/patient complaints to management
o Maintains confidentiality of resident/patient information
o Follows and adheres to Facility's policies and procedures implementing HIPAA requirements for the privacy and security of protected health information.
o Uses and/or discloses only minimum amount of Protected Health Information necessary to complete assigned tasks.
o Reports all suspected violation of company's HIPAA policies or procedures to Chief Compliance Officer
Work Environment/Physical Requirements:
The responsibilities of this position involve significant no to minor physical activities including standing, lifting (computer equipment, packages, etc.)
Required Education and Experience :
- Experience in healthcare strongly preferred but not required
- A bachelor's degree or equivalent experience in procurement, project management or similar type role
- Strong analytical and problem-solving skills, with the ability to negotiate and build effective relationships with vendors. Experience with data entry, database management, and reporting and compliance
- Proficient in Microsoft Office productivity tools such as Word, Excel, and Power Point
- Must possess excellent written and verbal communications skills.
Travel: Up to 10% of the time to local facilities, conferences or vendor sponsored events
Other Duties :
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.