Procurement and Inventory Management Coordinator (Administrative)
Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Procurement and Inventory Management Coordinator in Anaheim, CA.
Responsible for strategic support and hands-on administrative tasks, including assisting in the development and management of supply chain processes, cultivating robust vendor relationships, actively obtaining competitive quotes, negotiating favorable costs, and reviewing contracts to ensure compliance and value. Assist in identifying and optimizing procurement processes, proactively resolving procurement-related issues, continuously enhancing both internal and external customer service experiences, providing comprehensive administrative support for facility-related issues and requests, managing diverse purchasing projects and tasks, and collaboratively supporting efficient order and inventory management.
At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:
- A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability.
- Benefits coverage starts after one full month of employment!
- Generous vacation, sick, and holiday benefits!
- Generous 401(k) matching contributions and more!
- To view our detailed benefits guide, please visit our career site at www.pposbccareers.org
Responsibilities
Essential Functions: Essential functions encompass the required tasks, duties, and responsibilities performed as part of the job and the reason the job exists.
Purchasing
- Creates purchase orders for purchases in Inventory Management System.
- Conducts price & specification comparisons for all purchases, ensuring compliance with finance policy and procedures
- Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
- Collaborates with other departments for the purpose of purchasing inventory, supplies, furniture, and equipment.
- Monitors and follows up on purchase orders from inception to delivery of goods and services.
- Maintains accurate records of all purchases.
- Follow up with health centers and departments for open purchase orders and receiving discrepancies.
- Assists/processes documents and materials (e.g., bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
- Consolidates and files all packing slips from all health centers and internal departments.
- Researches a variety of issues (e.g., order status, purchase order tracking, etc.).
Procurement:
- Obtains quotations and reports for the purpose of budget control and project planning
- Sources potential suppliers and expands the lists of approved vendors
- Assist in sourcing alternative products/supplies for acceptable alternatives in the face of product unavailability.
- Performs budget control on all purchases.
Contract and Administrative Support:
- Performs expiry management support on existing/new vendor contracts.
- Assists in maintaining and auditing purchase orders under negotiated rates and terms.
- Controls the procurement budget for all departments and communicates effectively.
- Supports organizational goals and objectives on all business activities and transactions with ethics and fair dealing with vendors, and aligns with the organization's missions and core values.
- Coordinates to support new vendors' onboarding and service implementation progress.
- Assists in maintaining long-term relationships with vendors and serves as liaison between internal department and business partners/vendors.
- Assists in the development and maintenance of the task management system and contributes to internal SOP updates.
- Ensuring timely responses to issues and requests across all team operations, including procurement, task management, and contract management.
Inventory Management:
- Manages inventory system data to include, but not limited to:
- Assist to maintain PPOSBC inventory numbers.
- Vendor and product management set up coordination.
- Monitor usage.
- Manage Purchasing Order status update
- Become subject matter of inventory system.
- Perform all other tasks on a need basis.
- Coordinates with Centers for inventory or supply physical counts.
- Assists Health Center to conduct inventory control with verifying inventory and safety stock levels by reviewing physical counts, lost items and adjustments.
- Coordinates transfers and returns.
- Assists in managing inventory that may be on allocation/shortage/backorder or are being replaced and update management of status and any need for transfer, if applicable.
- Reviews and evaluates PAR levels, Min/Max, auto-orders, and reorder points.
- Researches alternative products/medications. Recommend acceptable alternatives in the face of product unavailability. Advises department on approved product substitutions.
- Informs appropriate staff of significant pricing trends, issues, and contract and non-contract issues.
- Ensures month-end requirements fulfilled by working with finance team.
- Works with accounting department to resolve inventory discrepancies.
- Assists with identifying, developing and recommending best inventory processes and procedures.
Accounting:
Supports accounting function to include, but not limited to:
- Receives orders and manages PO creation and validation for recurring expenses.
- Scans/uploads invoices and order/invoice correspondences to procurement/inventory management & AP system under Purchasing & Accounts Payable module.
- Coordinate with departments for invoice approval.
- Maintains and reviews paperwork and invoices submitted for accuracy;
- Works with accounting department to check for discrepancies with invoices.
- Assist in providing purchase orders, vouchers with receiving slips, and invoices to AP on a timely basis.
Medical Service Management:
- Serves as deputy for managing medical services, including but not limited to, i.e. linen services, armored services, courier services, medical equipment maintenances, lab vendors, medical waste management, etc.
- Assists with projects and new health center set up.
- Conducts medical fixed asset system audit as assigned.
- Supports service contract implementation and audits annual vendor performance reviews.
- Deputy to the audit's reports and logs for overall service activities, issues, and contractual disputes as needed.
Non-Essential Functions:
- Other duties as assigned.
CORE COMPETENCIES – WE CARE:
- Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service. Handles problems quickly and efficiently. Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
- Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others' voices, creating spaces for honest conversation, and listening without judgment. Values and uplifts our collective diversity within in our agency.
- Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality. Follows all policies and laws that protect private & privileged information.
- Accessible: Is available and approachable to others, open-minded, fair and non-defensive. Appreciates constructive feedback and is a team player. Demonstrates good listening skills.
- Respectful: Values diversity and treats everyone with dignity and courtesy. Dependable and courteous of other people's time and commitments.
- Empathetic: Demonstrates interest and understanding in other people's feelings, attitudes and reasoning. Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Education:
- S. or A.A. degree preferred; Bachelor's degree in related field a plus.
Minimum Work Experience:
- A minimum of 3 years of procurement and purchasing experience required.
- A minimum of 2 years of facility services experience in facility operations
- Previous contract and vendor management experience preferred.
Other Requirements:
- To be successful in this position must be extremely proficient in Excel and Microsoft Word at
an advanced level.
- Ability to work independently and take initiative.
- Accuracy with detailed math work.
- Ability to handle varied tasks simultaneously and work well under pressure.
- Must be able to meet Agency attendance standards.
- Ability to maintain confidentiality at all times.
- Strong organizational skills.
- Strong attention to detail.
Agency Standard Requirements:
- Strong commitment to quality healthcare and excellent customer service is required.
- Must thrive in a fast-paced, rigorous environment with changing priorities.
- Ability to meet deadlines and work under pressure.
- Must demonstrate high-level computer skills, including Microsoft Word, Excel, and Outlook. Electronic medical records experience may also be required.
- This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver's license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.
- Abortion patients are cared for at each of our health centers and in part through the administrative, support, and other non-clinical services provided at all PPOSBC locations and by all PPOSBC employees, and supporting these critical services is an essential job duty and fundamental responsibility of all employees.
