Procurement Specialist - Facilities and Construction

Job Requirements

POSITION SUMMARY

The Procurement Specialist is responsible for coordinating the departmental procurement process. Aspects of the departmental procurement process include: requisition processing, confirmation follow-up, invoice processing/resolution and expediting request for purchase orders for the Facilities, Construction, Real Estate and Clinical Engineering Department. Collaborating with Contract Supply Chain Administration and Accounts Payable departments to ensure the procurement functions are operating effectively. Responsible for monitoring purchase compliance with local and national (GPO) contracts. Facilitating the Health First contract execution and tracking processes. Participating in budgeting and variance analysis for all operational expenditures of the Facilities, Construction, Real Estate and Clinical Engineering Department. Coordinating the renewal of appropriate regulatory licenses and certificates to ensure compliance with Joint Commission, AHCA, NFPA, OSHA, and all other regulatory agencies.

Primary Accountabilities

• Proactively works with customers, Contract Supply Chain Administration, and suppliers to ensure purchase orders are processed in a timely and cost effective manner
• Collaborates with Facilities team in the sourcing of parts and equipment to ensure they are using the highest quality and most cost effective products
• Identifies product substitutions as appropriate for savings or to avoidance of supply shortages
• Ensures contracts meet departmental guidelines and are routed, approved, and executed according to Health First policy. Manages the entry and updates of contracts to the corporation’s contract management database.
• Oversees the departments vendor management program, including identification of new vendors, onboarding, and regular audits to ensure an ongoing benefit to the organization.
• Conducts research and financial analysis on both a routine basis and for special projects by preparing data into reports/dashboards and providing follow-up and response to inquiries
• Identifies and resolves issues in the procurement process including open order status report, backorders, invoice match exceptions, etc. within timeframes established by department leadership

Oversees the department’s fleet card program

• Serves as a resource to others in area of responsibility, customers, and suppliers, providing research assistance to department leadership as requested
• Prioritizes order placement and expediting functions based upon impact to patient care (quality) and financial impact (stewardship).
• Provides professional, courteous reception and information to customers. Deals with complaints effectively.
• Enforces health system policies and procedures, including but not limited to those policies associated with financial controls, business ethics and procurement.
• Follows the system of internal controls and the system of financial reporting
• Processes product Returns to Vendor (“RTVs”) in a timely manner, in collaboration with Contract Supply Chain Administration, and insures prompt credit
• Coordinates capital and operational invoices for payment for the department based on established guidelines.
• Performs preliminary variance analysis compared to budget on an establish schedule.
• Proactively makes suggestions to improve the procurement function and enhance customer satisfaction.

Work Experience

MINIMUM QUALIFICATIONS

• Education: High School Graduate or equivalent
• Licensure: None Required
• Certification: None Required
• Work Experience: Three years purchasing experience
• Work Experience in lieu of Education: N/A
• Knowledge/Skills/Abilities:
• Proficient in Microsoft Office – Outlook, Word, Excel, PowerPoint
• Ability to work autonomously with minimal supervision
• Demonstrated analytical and problem solving skills
• Ability to maintain composure in stressful office environment
• Decision-making, Financial acumen

Preferred Qualifications

• Education: Associate degree or higher in related area
• Licensure: None
• Certification: Certified Administrative Professional
• Work Experience: Three years facilities and/or construction purchasing experience
• Knowledge/Skills/Abilities: Experience with a contemporary Enterprise Resource Planning system is desirable (e.g. PeopleSoft, Lawson…)

Physical Requirements

• Able to tolerate long periods of computer time a day
• Walking and standing required occasionally
• Lifting up to 40 pounds required occasionally
• May be required at times to participate in inventory functions which may require standing and lifting

Benefits

ABOUT HEALTH FIRST

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.