What are the responsibilities and job description for the Buyer Associate position at The Christ Hospital Health Network?
To process all requisitions into a purchase order format and assure that the product is purchased at the correct price, received when expected and invoiced appropriately. Safeguards the appropriate accounting practices relating to acquisitions. Controls and reduces costs through product standardization, contract pricing and data integrity.
Receives and reviews purchase requisitions for completeness, contract compliance and conformity to policy and procedures. Places orders electronically, via fax, or telephone when necessary, and indicates all required information necessary to execute purchase orders.
Review daily edi transaction reports to identify pricing and unit of measure issues, rejected orders and back orders. Communicates back order information to end users. Recreates purchase orders where necessary for rejected orders and substitute items.
Expedites open orders that are one day beyond their delivery date. Expectations are that a minimum of 60% of late orders are expedited. This involves contacting suppliers to secure shipping information and making notes on the lawson expending document. Coordinates product substitutes and returns between end user department, supplier, and accounts payable.
Maintains good working relationships with suppliers, and supplier personnel while maintaining impartiality and objectivity in all dealings. Facilitates any problems associated with supplier deliveries by referring credit management issues to the accounts payable department.
Responds to and coordinates with accounts payable to resolve payment problems particularly when price and item do not agree with purchase order. Cost messages must be resolved within 5 working days of receipt. Identifies researches and resolves purchase order pricing and shipping discrepancies. Works directly with suppliers, supply chain personnel and accounts payable to ensure resolution.
Provides customer support in the form of professionalism, respect, helpfulness, knowledge, and pleasant attitude. Provides timely responses to telephone and email messages with a focus on product information such as catalog #, pricing, on contract, etc. Troubleshoots complaints by end user departments, keeps manager informed of all incidences.
Submits item master changes for the clients erp system to ensure accuracy of data. Maintains files and records pursuant to purchasing contracting activity.
Ensures confirmations are received, purchase orders and updated with accurate price by viewing item master, contract or price history, and end users are made aware of any anticipated shipping delays. Scans and indexes documents to support transactions into designated software programs.
Troubleshoots and expedites emergency requests for any department when required.
Safeguards the organization’s pricing by looking up contract pricing, historical pricing and assuring that items are properly priced before placing purchase orders. Obtains pricing for specific items requested by customer departments via contract file, vha contracts, item master, past prices paid or negotiations.
KNOWLEDGE AND SKILLS:
Please describe any specialized knowledge or skills, which are REQUIRED to perform the position duties. Do not personalize the job description, credentials, or knowledge and skills based on the current associate. List any special education required for this position.
EDUCATION: Require high school graduate or GED. Advanced education in technical school or college courses preferred.
YEARS OF EXPERIENCE: Require two years experience in purchasing setting. Lawson software experience preferred. Hospital product knowledge preferred.
REQUIRED SKILLS AND KNOWLEDGE: Ability to type or utilize a keyboard at 55 wpm. Strong attention to detail as demonstrated through past roles where there was a high volume of data. Ability to interact with various levels within the organization and articulate details relating to price matching, order placement and sophisticated product descriptions. Understands the procurement and payment process. Mathematical aptitude usually acquired through high achievement in high school math. Required to exercise commensurate independent judgment and discretion.
LICENSES & CERTIFICATIONS:
None
