Purchasing and Inventory Coordinator

Job Overview
The Purchasing and Inventory Coordinator is responsible for managing product orders, inventory updates, vendor relations, and product management tasks. The role includes processing product orders for centers, managing inventory levels, coordinating with vendors for product replenishment, and maintaining accurate records in our inventory system. Additionally, the coordinator will be responsible for product invoicing and the timely processing of vendor payments and pharmacy billing.

Key Responsibilities

Product Order Management:

• Process product orders for centers on a weekly basis (Mon and Wed) and send them to vendors for picking and shipping.
• Invoice center orders and distribute invoices to accounting.
• Process/code vendor AP invoices for products and submit to the accounting department by Thursday (following vendor billing completion).

Inventory Management:

• Receive inventory reports from warehouses and input data into Excel spreadsheets to maintain updated inventory levels.
• Issue purchase orders for manufacturers to replenish product stock when necessary (typically every few months).
• Receive products into Sage and place copies into FDA files.

Product Managing Duties:

• Create files for new products approved by management.
• Update inventory spreadsheets to reflect new products and stock levels.
• Create new products in Sage, including item numbers and UPC bar codes.
• Work with label vendors to create new product labels (based on manufacturer spec sheets).
• Order product labels via manual purchase orders and coordinate shipping directly to manufacturers.
• Maintain a label inventory to ensure availability for new product orders.
• Communicate shipping issues (e.g., damaged or missing products) to vendors for replacement products.

Pharmacy Coordination:

• Process weekly billing from pharmacies for centers and forward to bookkeepers for reconciliation.
• Process payables for pharmacy products and forward to the accounting department for payment.

Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree in Business, Supply Chain Management, or related field preferred.
• Minimum of 3-5 years of experience in purchasing, inventory management, or a related role.
• Strong proficiency in Microsoft Excel and Sage software.
• Knowledge of product labeling and vendor communication practices.
• Excellent organizational, time-management, and multitasking skills.
• Strong attention to detail and problem-solving abilities.
• Good communication and negotiation skills.
• Ability to work independently and as part of a team.

Why Join Us?

• Competitive salary and benefits package.
• Opportunity for professional growth and development.
• Dynamic and collaborative work environment.
• Equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Work Environment:

This job operates in a professional office environment. The role routinely uses standard office equipment such as assigned workstation, computer, and phone.

Physical Demands:

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 ordinary conversation, hearing, and visual acuity.

• Bend, squat, kneel, twist, reach and climb stairs repetitively.

• Sit, stand, walk for prolonged periods (2 – 6 hours per day), and move about the office and customer facilities as necessary.

• Performing this job regularly requires use of hands to finger, handle, or feel objects, tools or controls.

• Employee must occasionally lift and/or move up to 25 pounds.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $45,000 - $50,000