The Supply Chain Specialist is responsible for supporting the organization's purchasing, inventory, vendor management, and supply chain operations. This position ensures timely processing of purchasing requests, maintains accurate supply chain documentation, coordinates vendor communications, manages service requests, and supports uninterrupted clinic operations through efficient execution of daily supply chain activities.
This hire is expected to stay organized and responsive while managing the day-to-day needs of the department. This includes keeping the shared mailbox up to date, processing purchase requisitions within expected turnaround times, managing service tickets through completion, and keeping assigned tasks current. They should maintain accurate documentation of purchasing activities, follow through on responsibilities, and communicate proactively if there are delays or issues. The role also requires the ability to prioritize competing needs to support clinic operations while providing reliable, professional, and timely service to both internal and external customers.
Essential Duties and Responsibilities:
- Monitor and manage shared mailbox throughout the business day to ensure timely responses, issue resolution, and appropriate escalation of requests.
- Process and approve purchase requisitions in accordance with departmental service level expectations while ensuring timely communication regarding delays or exceptions.
- Maintain and update tracking boards to ensure all information is complete, accurate, and current.
- Prepare and maintain meeting agendas and supporting documentation.
- Manage service tickets from receipt through resolution by documenting actions, communicating status updates, and coordinating with internal departments and vendors.
- Coordinate purchasing activities for medical supplies, pharmaceuticals, office supplies, equipment, and other operational needs.
- Communicate with vendors regarding orders, pricing, shipping status, backorders, returns, invoice discrepancies, and product availability.
- Research and resolve purchasing, receiving, invoicing, and vendor issues in a timely manner.
- Monitor open purchase orders and ensure timely follow-up until completion.
- Maintain accurate purchasing records and electronic documentation.
- Collaborate with clinic leadership, Accounts Payable, Finance, Operations, and vendors to support organizational supply chain needs.
- Identify operational issues and escalate concerns that could negatively impact clinic operations or patient care.
- Assist with inventory management initiatives and process improvement projects.
- Ensure compliance with company purchasing policies and procedures.
- Adhere to Company Code of Conduct, Mission, Vision, and Values.
- Participate in special projects and other duties as assigned.
