Description
At NorthBay Health, the Supply Chain Expeditor performs various functions related to expediting the delivery and receipt of commodity and physician preference supplies, goods and services. Processes purchase orders utilizing electronic methods to acquire standard types of material, equipment supplies and services through established contracts or approved sources consistent with consideration of quality, source reliability and urgency of need.
Primary Job Duties
Order Management
Develops and cultivates sources of supply under the guidance of the Manager, Strategic Sourcing. Interviews sales representatives and vendors of clinical and non-clinical types of products used by the organization to ensure goods and services are available within anticipated delivery timeframe. Seeks to minimize product unavailability and its impact on patient care.
Contacts suppliers requesting delivery information and ensures all supply backorders are expedited within (2) business days after targeted delivery date. Maintains backorder reports and ensures all open orders are less than (20) days beyond anticipated delivery date.
Responsible for directly contacting end user/requestor to inform them of their open order status. This is a proactive responsibility with the expectation that end users must remain informed of order status for order to receipt to prevent interruption of service to patients, staff or hospital operations.
Reviews non-file requisitions through internal Lawson system for standard types of material, equipment, supplies and items regularly used. Determines whether the request is part of a contract or if item has received clinical approval through the appropriate Value Analysis teams.
Keeps others informed of changes in vendors, prices, materials, substitutions, supply and demand for items and any other information that would have an impact on product availability.
Keeps end users, Lead Procurement and Analyst, Data Integrity informed of changes in vendors or manufacturers, pricing, materials, catalog numbers supply and demand for items, and any other information that would be of essential interest in purchasing such materials.
Discrepancy Management
Responsible for proactively managing GHx order discrepancies on the day of order to prevent downstream errors which prevent accurate receipt and payment. Responsible for informing Lead Procurement of on-going repeat issues associated with item discrepancies.
Responsible for resolving all purchase order discrepancies (except receiving) which prevent timely payment to the supplier. Works directly with Accounts Payable and the supplier Customer Services Representative (CSR) to resolve discrepancies/disputes and aggressively seeks to prevent supplier credit holds due to invoice discrepancy matters.
Responsible for reporting to Manager, Strategic Sourcing on a monthly basis, all suppliers with routine order delivery discrepancies.
Directly responsible for conducting research to find acceptable substitute supplies, by working with vendors, end users whenever manufacturers backorder products. Informs Lead Procurement that substitutes have been ordered. Documents substitute items and places corresponding order, with clear notations within Lawson regarding the sub information.
Other Duties as Assigned
Qualifications
Education: High school diploma or GED preferred. Associate degree or equivalent from college or technical school preferred.
Licensure/Certification: Certified Materials and Resource Professional (CMRP) certification preferred.
Experience: 2 years' experience in procurement.
Technical Skills: Ability to use Microsoft Office (Excel, Word, PowerPoint, Visio, Project) at a beginner's level. ERP software experience preferred. Ability to interpret and make recommendations based on data.
Interpersonal Skills:
Dealing with ambiguity: Demonstrates the ability and willingness to cope with change and can act and decide without excessive amounts of data or information. Can comfortably handle risk and uncertainty.
Builds effective relationships with others: Uses listening and empathy and asks questions to understand what it is like to walk in another's shoes. Creates and maintains a safe environment for conveying information openly, accurately and honestly; creates a common understanding amongst all parties.
Self- awareness and communication: Understands own strengths, growth opportunities, attributes, and emotions. Models courage, authenticity, service, truth telling, and effectiveness. Can determine the best way to get things done with senior executives, physicians and clinicians by understanding their language and responding to their needs.
Decision quality: routinely makes good decisions based upon a mixture of data, analysis, wisdom, experience and judgement.
Problem solving: Uses logic and methods to solve difficult problems with effective solutions.
Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.
Physical Effort: Attendance is an essential function of the job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, stooping, stretching, hand/eye coordination, manual dexterity sufficient to operate a keyboard, multifunction printer, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Work may be stressful and may involve conflict resolution associated with Physicians, Clinicians, Administrative Leaders and direct reports.
Hours of Work: Days: Full-Time Monday through Friday. Start and end times and other hours of work are subject to business needs
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