Purchasing/ Office Manager

Founded in 1866, The Floating Hospital (TFH), is one of the last remaining charity hospitals in New York City. Our commitment is the same as it was more than 150 years ago: unrestricted healthcare to all who walk through our doors, regardless of immigration and insurance status, or the ability to pay. The Floating Hospital welcomes individuals of all ages, from infants, school age children (5 ), youth and adults. TFH is a Federally Qualified Health Center and the largest provider to homeless families living in family shelters and domestic violence safe houses throughout all five boroughs.

Purchasing/Inventory:

Coordinate with the Director of Clinic Operations to manage purchasing for the entire organization.

Manage Purchase Orders: Create and maintain purchase orders for office supplies, clinical needs, and cleaning supplies for the organization.

Collaborate with Directors in all departments to ensure that necessary supplies are ordered and that adequate inventory levels are maintained.

Ensure that all credit card purchase receipts are forwarded to Accounts Payable at the time of purchase.

Maintain detailed paper or electronic records of purchases, including quantities ordered and received, shipping information, and associated costs. Compile and submit these records to the accounting department to support financial management and reporting.

Develop and maintain vendor relationships by scheduling quarterly meetings with vendors.

Manage Shipping Schedules, and outgoing shipments for returns or when sending supplies to off-site locations. She/he will contact vendors to follow up on late or missing shipments or to report damaged goods.

Follow up with the inventory clerk on orders to ensure that supplies/materials are shipped, delivered, and correct quantities are received.

Maintain all scanning and comparing product deliveries with any issued purchase orders and contact vendors when there are discrepancies.

Manage, maintain, and oversee inventory control procedures for all sites.

Train employees on proper use of the inventory management system. (Barcloud)

Facility Maintenance:

Manage office improvements as needed.

Oversee the incoming and outgoing mail and maintain the postage meters.

Maintain daily visitor logs for security purposes.

Assist with the proper functioning of copy machine requests.

Assist with shopping for canteen and special event items.

Schedule meetings and appointments with vendors

Collaborate with the Director of Clinic Operations to maintain the fire alarm and burglar alarm systems, keeping detailed records of all inspections.

Coordinate with the Director of Clinic Operations to organize office operations and procedures.

Work with the Director of Clinic Operations, Building Superintendent, and Housekeepers to assess when outside vendors are needed for repairs.

Other:

Coordinate with the team to visit the post office as needed for mailing time-sensitive items.

Assist the Director of Clinic Operations by sorting mail and ensuring it is delivered to the correct departments.

Be flexible in opening and closing the clinic as needed.

Provide support to the Director of Clinic Operations by overseeing and directing their direct reports as needed.

Assume the responsibilities of the Director of Clinic Operations in their absence or as required.

Collaborate with the Director of Clinic operations with the creation and ongoing testing for QI reporting.

Perform other duties as assigned.

• The office Manager is required to have a high school diploma or an associate degree.
• Proven work experience in purchasing and inventory management software is necessary, with a preference in the health field.
• Must have excellent time management skills, ability to multi-task and prioritize work, communication, and interpersonal skills, as well as strong math, analytical, organization, and negotiation skills.
• Also have a good track record of effective supply management, data processing, and computer skills, including a solid understanding of Microsoft Office applications, Excel, and inventory management software.
• Finally, must travel between sites as required. The position is full-time (at least 35-40 hours per week).