Procurement Coordinator

Summary/Objective: At the direction of the Vice President of Strategic Sourcing & Occupational Safety, the Procurement Coordinator serves as a key support resource to North Shore Health's centers and support teams. This role is responsible for coordinating procurement activities, supporting vendor relationships, managing purchasing processes, identifying cost-saving opportunities, and helping ensure centers have the products, services, and resources needed to deliver exceptional resident care.

A successful candidate will demonstrate a hospitality-minded approach to service, treating our centers as valued customers and responding with urgency, professionalism, and a commitment to helping teams succeed. Success in this role requires strong customer service skills, attention to detail, and a passion for delivering exceptional support that enables caregivers and leaders to focus on achieving clinical excellence and an outstanding resident experience.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serves as primary liaison between facilities and vendors.

• Manages questions/concerns related to preferred vendor and vendor specific formulary, including additions, removals, alternatives, etc.

• First point of escalation for all support requests related to vendor, product & supply issues.

• Communicates all vendor recall notices.

• Manages facility requests for supplies, materials, equipment – including routing requests to appropriate vendor contacts for quotes and product availability, when necessary, assists in purchases

• Reviews automated reports from procurement and rental systems.

• Notifies senior leadership team of significant changes to rental costs or supplier spend.

• Coordinates business review meetings with vendors and ensures distribution of meeting material in advance.

• Collect and organize data from various sources including software systems, meetings, etc. to distribute to appropriate parties.

• Ensures that buildings have appropriate paperwork, identification, etc. to work with vendors and have routine work completed with copies on file.

o Ex. FEIN distributed; credit applications completed.

o Manages, completes, and keeps records of credit applications.

• Reviews and validates new vendor onboarding into appropriate systems.

• Understands and keeps an updated version of Procurement policies and procedures.

Additional Duties:

• May at times be asked to assist in managing office supply inventory, coordinating replenishment and special-order requests, and providing additional administrative and operational support services as needed to ensure an efficient and productive work environment.[SB1.1][SG1.2]

• Complies with laws and regulations applicable to position and act in accordance with Support Center Compliance Program

• Able to effectively support, work with and through other departments as required to meet company objectives.

• Resident Rights 

o Knows Resident Rights. Helps the residents/patients exercise and/or protect their rights

o Reports resident/patient complaints to management

o Maintains confidentiality of resident/patient information 

• HIPAA 

o Follows and adheres to Facility’s policies and procedures implementing HIPAA requirements for the privacy and security of protected health information.

o Uses and/or discloses only minimum amount of Protected Health Information necessary to complete assigned tasks. 

o Reports all suspected violation of company’s HIPAA policies or procedures to Chief Compliance Officer

Work Environment/Physical Requirements:

The responsibilities of this position involve significant no to minor physical activities including standing, lifting (computer equipment, packages, etc.)

Required Education and Experience :

• Experience in healthcare strongly preferred but not required 

• A bachelor's degree or equivalent experience in procurement, project management or similar type role

• Strong analytical and problem-solving skills, with the ability to negotiate and build effective relationships with vendors. Experience with data entry, database management, and reporting and compliance

• Proficient in Microsoft Office productivity tools such as Word, Excel, and Power Point 

• Must possess excellent written and verbal communications skills.

Travel: Up to 10% of the time to local facilities, conferences or vendor sponsored events 

Other Duties :

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.