Materials Management Coordinator, Supply Chain

Job Category: Leadership

Hospital Location: Newmarket ON

Job Type: Temporary (Fixed Term), Full time

Number of Positions: 1

Minimum - Maximum Hourly Rate: $40.74 - $48.43

Why Join Our Team?

• A people-first workplace environment that prioritizes belonging, wellness, and psychological safety.

• Hybrid, virtual, and in-person working environment (where applicable).

• Progressive health and dental benefit plans.

• HOOPP pension plan with employer and employee premium sharing.

• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve!

About the role:

The Coordinator, Distribution & Receiving is responsible for managing and executing the daily operations of the Distribution and Receiving Departments to ensure uninterrupted supply availability across the hospital. This role plays a critical part in supporting patient care by maintaining adequate inventory levels, minimizing stockouts, and ensuring efficient supply chain operations.
The successful candidate will bring strong leadership, technical expertise, and healthcare supply chain experience, with the ability to manage staff, systems, inventory, and operational priorities in a fast-paced clinical environment.

We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspectives each candidate brings to our organization.

What You’ll Be Doing:

Distribution & Inventory Management

• Ensure supplies are consistently available to all departments to support patient care delivery.
• Monitor inventory levels and adjust quotas to minimize stockouts and reduce waste.
• Manage substitutions for backordered products, including sourcing alternatives and coordinating end-user approvals.
• Oversee monitoring of non-stock items ordered directly by departments.
• Manage daily operations of the Distribution and Receiving departments.
• Ensure continuous product rotation and conduct regular audits of supply carts and inventory quotas.

Systems & Technical Oversight

• Maintain working knowledge of all Materials Management systems and interfaces.
• Troubleshoot system issues and coordinate resolutions when system outages occur.
• Systems include (but are not limited to): Nova, McKesson Pathways Materials Management (PMM), Horizon Surgical Manager (HSM), Logi-D, Logi-CC, and E-Pay.

Staffing & Leadership

• Provide advance scheduling for Distribution and Receiving staff.
• Ensure accurate payroll submissions and timekeeping.
• Supervise and support approximately 20 staff members.
• Enforce attendance management policies and departmental procedures.
• Provide ongoing training, coaching, and leadership to Distribution staff.
• Facilitate onboarding and training for new employees using established training checklists.

Collaboration & Customer Support

• Act as the primary liaison between end-user departments and Materials Management.
• Respond to inquiries from clinical and administrative staff regarding product availability and sourcing.
• Provide semi-annual optimization reports to Nurse Managers outlining usage trends, inventory levels, and quota effectiveness.
• Collaborate with Nurse Managers and Coordinators to optimize departmental supply carts.

Continuous Improvement & Compliance

• Coordinate and implement product changes across the organization.
• Participate in quality improvement initiatives, audits, and performance monitoring.
• Update and maintain departmental policies and procedures to reflect current practices.
• Ensure compliance with federal and provincial standards related to sterile product handling.
• Complete and maintain monthly departmental safety audits.
• Maintain after-hours emergency contact lists (internal leadership and external suppliers).
• Support departmental redesign initiatives and operational improvements aligned with organizational goals.

What you bring:

• Community College diploma with a focus on Materials Management or a related field required.
• Additional coursework in supply chain, logistics, or inventory management considered an asset.
• Minimum 5 years’ experience in a healthcare or complex supply chain environment.
• Demonstrated experience managing inventory in a hospital or clinical setting.
• At least 1 year of experience with healthcare inventory and materials management systems.
• Strong understanding of hospital routines and supply chain workflows.
• Strong leadership, communication, and interpersonal skills.
• Advanced problem-solving and decision-making abilities.
• Proven ability to manage competing priorities under tight deadlines.
• High level of accuracy, attention to detail, and organizational skills.
• Ability to analyze data and make inventory and staffing decisions with significant operational and financial impact.
• Proficient in computerized inventory and materials management systems.

Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive.

Regular and reliable attendance is an expected requirement of this position.

We are committed to a selection process and work environment that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.

Use of Artificial Intelligence (AI)

We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization.

Health & Safety Workplace Responsibilities

It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Commitment to Diversity and Inclusion

Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity-seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.

Anti-Oppression/Anti-Racism at Southlake Health

Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas.

Accommodation & Diversity in the Workplace

At Southlake Health, we are committed to promoting employment equity, diversity, and inclusion in the workplace. Fostering equity, diversity, and inclusion in recruitment practices is a key aspect of our search process. The current posting is seeking candidates who identify with the following equity-seeking groups: women, racialized persons/persons of colour, Indigenous Peoples, persons with disabilities, and members of the 2SLGBTQ+ community. If you are of the aforementioned identities and feel comfortable making it known, you may choose to self-identify as a member of a designated group. Any information directly related to you is kept confidential and used safely to inform our recruitment process towards being an equal opportunity employer.

Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health!