Materials Manager

This role is responsible for maintaining the supply inventory in a cost saving and timely manner. The Materials Manager will determine and maintain appropriate inventory levels of materials required to meet the requirements of the Facility patient census and surgical and procedural schedules.

• High School Diploma required
• Working knowledge of medical terminology
• Experience in materials management preferred
• Computer experience required

• Demonstrates knowledge of appropriate vendors from whom to obtain requested equipment and supplies
• Sources vendors and products to locate specialized equipment, supplies and services as requested by the medical staff and approved by the Board of Managers
• Coordinates the placement of purchase orders in a timely manner when requisitioned by various departments
• Meets directly with vendor representatives, as needed, to review ordering and shipping issues, new product technology, changes in pricing, invoice discrepancies, items to be returned and any other vendor specific issues
• Verifies accurate pricing when orders are placed and confirms that accurate pricing is reflected on the corresponding invoice
• Proactively reviews schedules and patient census to foresee any unusual high or low demand of supplies and orders accordingly
• Continually communicates with the Operating Room Manager regarding special procedure requirements and works with the clinical staff in various departments to establish appropriate Min/Max Inventory Levels for all supplies
• Maintains, utilizes and adheres to Group Purchasing Organization ("GPO") agreements and ensures accurate GPO pricing through use of web-based GPO Member Information System
• Ensures that appropriate GPO agreement paperwork is signed and submitted to respective vendors and distributors
• Reviews files and records regarding orders and back orders at specific intervals to ensure timely delivery and to determine delays; making product end users aware of same
• Centrally coordinates and promptly performs necessary follow-up regarding supply, drug and equipment recall notices; maintaining paperwork that documents the recall process and tracking return shipments of recalled items
• Supervises receiving area to maintain security and ensure that supplies have been received, delivered and recorded according to Facility Policy and Procedures. Keeps receiving area clear and free of clutter
• Verifies that packing slips and purchase orders have been reconciled according to policy and addresses any discrepancies with the vendor in a timely fashion
• Reconciles all invoice discrepancies before approving invoices for payment and sending to Accounts Payable Department for payment
• Designates a General Ledger Account Number to be applied to each purchased item or service prior to submitting invoices to the Accounts Payable Department
• Assists Business Office Manager in determining Revenue Codes for each billable supply item
• Coordinates communication of chargeable supplies to the Accounts Receivable Department
• Responsible for maintaining proper levels of inventory and for timely supply distribution to all designated areas
• Coordinates physical inventory count process with Controller and appropriate department managers according to Policy and Procedure for Conducting a Physical Count
• Monitors and compares supply prices and demonstrates an understanding of how cost-effective purchasing choices can affect the facility's financial bottom line
• Actively serves on Facility Supply Value Analysis Committee ("SVAC") by researching cost-savings alternatives, coordinating product evaluations and reporting SVAC activities to Corporate Supply Chain Department
• Demonstrates knowledge and use of appropriate information systems designed for the collection and maintenance of records and documentation pertinent to supplies, equipment and PAR level replenishment
• Oversees process allowing for the immediate retrieval of Material Safety Data Sheets ("MSDS") as needed
• Maintains files in accordance with Hospital Policy and Procedures
• Maintains a "Return Log" to document proof for returned item credits
• Maintains records of warranties and preventive maintenance requirements and contracts
• Maintains logs related to linen supplies, if applicable
• Maintains supplies and records for bio-hazardous waste management