Purchasing Supply Coordinator

Job Title: Purchasing Supply Coordinator

Department: Operation

Reports to: Chief operating officer

Exemption: Non-Exempt

Position Summary

Overseeing the acquisition and inventory of all medical, marketing and office supplies. Using Supply

management inventory systems. Ordering and checking the sterility of all medical supplies.

Essential Functions

• Working in conjunction with COO and appropriate staff to develop and maintain policies and procedures pertaining to supply inventory related to organ and tissue recovery, community, development and office.
• Work in conjunction with appropriate staff to give staff supplies they need daily.
• Prepare purchase orders for all agency purchases.
• Negotiate pricing with applicable vendors.
• Verify receipt of all supplies ordered with applicable purchase orders.
• Maintain secured control of Agency supplies, organ, tissue, and office.
• On a quarterly basis, perform a physical inventory count of all supplies in Covington as well as the regional offices.
• Reconcile the medical supplies inventory on a quarterly basis with the agency’s financial records.
• Enter all supplies in our BTM tracking system.
• Coordinate acquisition of vendor or affiliate related supplies.
• Perform annual medical supply inventory before December 31st of each year.
• Receive and check in all supplies daily from all delivery services.
• Make sure all packing slips are downloaded to the finance folder for the finance department.
• Daily restocking of organ and tissue supplies in the main warehouse and supply room.
• Make sure all supplies are marked with the supply management stickers and ready to transfer to other areas of the Lopa facility.
• Rotate all supplies from first in first out or if expiration date says otherwise.
• Check the box room/freezer and refrigerator daily for restocking.
• Check for low supplies daily that may need ordering.
• Daily check in supply management system for expired or about to expired items.
• Sometimes working with a hand truck and pallet truck
• Tracking, follow up on back orders/ alternatives to any supplies.
• Relation with finance department regarding PO’S, and packing slips.
• Other duties may be assigned.

Job Role Expectations

• Maintains competency annually, reviews and completes all assigned tasks in Absorb by assigned deadline
• Effective communication with internal colleagues and external colleagues
• Adheres to all LOPA, FDA, AATB, and AOPO guidelines relevant to the supply chain management.
• Attends monthly meetings, assigned educational opportunities, and other assigned scheduled events

Organizational Expectations

• Upholds LOPA core values of selfless, authentic and passionate
• Use constructive and positive communication
• Be a team player
• Hold yourself and other accountable
• Keep a positive attitude
• Be respectful of others
• Timely completion of all required educational training, tasks and SOP reviews by assigned due date

Work Environment

• Possible exposure to communicable diseases, bloodborne pathogens, airborne illnesses, hazardous materials, pharmacological agents with little likelihood of harm if established health precautions are followed.
• Possible mental and visual fatigue associated with detailed work

Physical Demands

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Reaching with hands and arms
• Adjusting or moving objects up to 50 pounds in all directions.
• Stooping, bending, kneeling or crouching
• Considerable time spent walking
• Repeating motions that may include the wrists, hands and/or fingers.
• Use of fine motor skills
• Doing work that requires visual acuity
• Need for ability to hear
• Assessing the accuracy, neatness and thoroughness of the work assigned.
• Sedentary work that primarily involves sitting/standing.

Work Hours

• Full time, hourly position
•  Mon-Fridays 8am - 4:30 
• Flextime available.  
• Holiday rotation
• Maintains personal and professional balance, takes care of self 

Education and Experience

• Associate or Bachelor’s degree in a related field preferred
• One to two years of related experience or closely related field or role.
• Equivalent education and/or experience may be considered in lieu of a degree. 

Knowledge, Skills & Abilities

• Knowledge of Microsoft Office and Google Suite
• Ability to deliver effective and professional verbal and written communication
• Ability to establish and maintain relationships with internal and external colleagues
• Ability to apply common sense understanding and to solve problems
• Ability to be flexible in a dynamic work environment