PURCHASING PLANT ADMIN COORDINATOR

PURCHASING PLANT ADMIN COORDINATOR 80 Location Mount Saint Joseph, OH :

Responsible for placing purchase orders and coordinating the distribution of materials, equipment, and supplies to all departments within the Sisters of Charity. This role includes ordering supplies, overseeing material receipt and storage, and managing all aspects of the work order process.

Essential Duties and Responsibilities:

Purchase Orders

• Receive and review purchase requisitions for accuracy and completeness, including required approvals.
• Work with requesting party regarding requisitions for supplies.
• Evaluate vendor terms, pricing and delivery options. Assure on-time delivery, expedite as necessary, and avoid unnecessary shipping charges.
• Assure accurate purchase order prices by reviewing current price lists.
• Process purchase orders for stock and non-stock supplies and equipment utilizing automated purchasing system.
• Comply with bidding policies, including obtaining price quotations and analysis of quotes based on specifications submitted by the user departments.
• Resolve discrepancies between materials ordered and received, including price and quantity discrepancies.
• Work with Accounts Payable to resolve invoice and receiving problems.
• Regularly review open purchase orders on a monthly basis and resolve any issues preventing completion. Maintain purchasing records including current price lists.
• Research to identify new material and service sources, analyze potential cost-saving and standardization opportunities, and provide reports to the Purchasing/Plant Admin Manager.
• Evaluate and manage group purchasing agreements in collaboration with the Purchasing/Plant Admin Manager.

Returns

• Contact vendor for any receipts identified as damaged or defective and return to/obtain credit from vendor.
• Coordinate returns.
• Work with Accounts Payable to insure proper processing of invoices and related credit memos.

Inventory

• Perform cycle counts in storerooms and supply closets as directed.
• Participate in physical inventory counts annually, or more frequently if needed.
• Maintain centralized inventory levels via the automated inventory system.
• Investigate old items identified by the Purchasing/Plant Admin Assistant. Remove from inventory and dispose with approval from Purchasing/Plant Admin Manager.
• Maintain a clean, clutter-free workspace, encompassing both the office area and dock, and ensure that storerooms are clean, safe, well-organized, and properly labeled.
• Run monthly reports of inventory issued by department and the inventory trial balance.
• Maintain master requisition forms for departmental orders of inventory forms.

Work Order System

• Monitor the work request phone line throughout the day, enter the information into work order software, and distribute work orders to plant operations staff as directed by the Purchasing/Plant Admin Manager.
• Enter completed work orders received from plant operations staff.
• Enter unscheduled work orders into the work order system based on information received from Plant Operations staff.
• Generate monthly preventative maintenance work orders and distribute to plant operations staff.

Other

• Give directions and information to visitors, residents and staff. Issue badges to vendors and contractors working at Sisters of Charity facilities and collect badges when work is completed.
• Operate material handling equipment and a light truck/van/car throughout the Tri-State for pickup, delivery and return of goods.
• Receive, stock, and deliver all inventory and individual purchases.
• Maintain prompt communication responses to all forms of messaging.
• Process all transactions in a timely manner from data entry to filing and record retention.
• Coordinate shipping packages through UPS and FedEx and assist with distribution of mail.
• Coordinate storage, inspection, and repair of maintenance equipment, including power and hand tools.
• Coordinate recycling and/or disposal of batteries, light bulbs, small appliances, and miscellaneous electronics. Support other campus recycling efforts in alignment with the Sisters of Charity mission.
• Provide backup support for team members.
• Perform other duties as requested/required.

Requirements :

• Associate degree in supply chain management or related field, or equivalent experience
• A valid Ohio driver's license, proof of insurability, and a safe driving record.
• Proficient in Windows-based applications including Excel, Word and Outlook.
• Able to negotiate vendor terms, including price and delivery.
• Able to drive a light truck/van.
• Demonstrated ability to exercise discretion and integrity with confidential information.
• Proficient in supply chain and work order processes, computer applications and record keeping skills.
• Excellent communication and organizational skills
• Able to collaborate effectively within a team, manage multiple projects, deliver excellent customer service, and demonstrate independent decision-making and sound judgment.
• Proficient in the English language.
• Able to adapt to change and learn new tasks or systems.

Preferred :

• Bachelor's Degree in Logistical or related field
• Knowledge of healthcare maintenance supplies, equipment, and terminology.
• 5+ years supply chain experience in a healthcare environment.