Materials Manager

The Materials Manager is responsible for overseeing all aspects of the hospital's materials and supply chain management. This position plays a vital role in ensuring the hospital's smooth and efficient operation by maintaining appropriate levels of inventory, optimizing procurement processes, and ensuring timely delivery of essential medical supplies and equipment. The Materials Manager will work closely with various departments to understand their needs and ensure the availability of necessary materials to support high-quality patient care. Oversees the hospital's participation in GPOs and ensures compliance with State Laws and GPO requirements.

Job Duties:

Inventory Management: 

• Monitor and maintain accurate records of the hospital's inventory. 
• Implements and maintains effective inventory control systems to prevent stock outs and minimize excess stock. Monitors inventory levels, reorder points, and back-order status. 
• Consults with department directors regarding product availability and order status, and researches and recommends alternative sources as needed.  Provides samples of products for clinical review.
• Ensure all materials and supplies meet the hospital's quality standards and comply with relevant regulations and certifications.

Procurement and Sourcing: 

• Acts as the lead advisor to all departments with regard to supply, equipment and service needs.  Facilitates the negotiating and executing purchases for hospital supplies and equipment based on specifications of the department leader.  
• Provides data analysis and cost-benefit analysis to assess various procurement options, ensuring the most cost-effective decisions are made without compromising patient care. 
• Oversees centralized procurement of all supplies and equipment.  Develops standard competitive bid specifications as needed.
• Utilize data-driven insights to optimize procurement strategies and identify opportunities for cost savings.

Supply Chain Optimization: 

• Organizes and oversees receiving, distribution and warehouse operations.  Assures timely and accurate distribution of materials and proper storage of stock.
• Streamline supply chain processes to enhance efficiency and minimize delivery times. Identify areas for improvement and implement best practices to reduce waste and enhance overall supply chain performance. 
• Identifying opportunities to use standardized medical supplies and equipment, leading to cost savings and improved patient outcomes.

Vendor Relationship Management: 

• Cultivate strong and positive relationships with suppliers and vendors. 
• Representative to outside vendors, group purchasing organizations and others, evaluates vendor performance (i.e. delivery times, back order volume, service levels), and meets with vendors to resolve hospital/vendor problems.  

Compliance with GPO Contract Requirements and State Laws: 

• Ensure all procurement and sourcing activities adhere to the contractual obligations and requirements of Group Purchasing Organizations (GPOs) the hospital is affiliated with. 
• Oversees the participation in GPO programs and distribution contract selection processes.  Negotiates purchasing contracts with vendors to maximize purchasing discounts and savings.
• Ensures compliance with established organizational and departmental practices, policies and procedures. Also ensures compliance with regulatory requirements such as managing supply recalls, SDS database and expired inventory procured through materials.  Ensures hospital compliance to Group Purchasing Organizations (GPO) and State contracts, as well as abides by State of Louisiana Public Bid law.

Inventory Responsibilities: 

• Oversees and conducts annual comprehensive physical inventory, periodic cycle counts and end of month inventory analysis and reporting. 
• Coordinate with relevant departments to ensure accurate counts and reconcile any discrepancies in a timely manner.

Emergency Preparedness: 

• Develop and implement a contingency plan for emergency situations, ensuring the hospital has access to critical materials and supplies during disasters or unforeseen events.

Staff Training and Development:

• Provide training and support to staff involved in materials handling and inventory management. 
• Ensure they are knowledgeable about proper storage, handling, and disposal procedures.
• Responsible for work assignments and daily operations.

Compliance and Documentation: 

• Maintain accurate records and documentation related to materials management, including purchase orders, and inventory reports. 
• Ensure compliance with all regulatory requirements and hospital policies.

Performs other duties as assigned in keeping with the role and mission of the hospital.