Purchasing Coordinator

Under the supervision of the Manager of Facilities and Purchasing, the Purchasing Coordinator is responsible for purchasing activities, ensuring the organization and employees have supplies/equipment to perform their duties.

Working with internal and external stakeholders they identify procurement needs, evaluate alternate suppliers and vendors, and ensure the timely delivery of goods and services. Activities include sourcing suppliers, negotiating purchase terms and conditions, prices, and delivery, and issuing purchase orders.

Responsible for the full purchasing cycle, monitoring the quality of items received, fostering relationships with suppliers, and maintaining supplier agreements. The role also includes coordinating and issuance of employee ID cards, employee entrance access cards arranging equipment repairs and restocking unused or returned stock.

The Purchasing Coordinator also provides back up support and coverage for the Warehouse and Maintenance Coordinator during periods of heavy workload, vacation and absence.

**PURCHASING KEY RESPONSIBILITIES**
- Responsible for purchasing activities, including preparing detailed purchase orders, ordering, receiving, shipping, stocking, tracking, verifying, managing forms and supplies inventory etc.
- Conduct cost-effective procurement to acquire goods at competitive rates.
- Research vendors and products carefully based on quality, prices and delivery terms.
- Evaluate vendors based on their business history and supply capabilities.
- Follow-up with suppliers to schedule deliveries, resolve material discrepancies, monitor backorder items, and handle supply returns.
- Maintain long-term relationships with key vendors.
- Purchase order (PO) management, ensuring all key reports are generated. Compile and match purchase orders with invoices and packaging lists/pick lists.
- Execute accurate and timely documentation gathering (packing slips/PO/receipt/invoice) to facilitate invoice processing.
- Maintain supplier agreements terms and conditions related to quality requirements, prices, payment terms, delivery time, freight, and other requirements to ensure fiscal benefit for the company.
- Assess the quality of goods at every step of the procurement process.
- Maintain corporate records of suppliers, price lists, and shipping instructions.
- Produce and maintain authorized vendor list with ordering process and product information.
- Track and maintain the inventory of any physical goods received or sent.
- Produce, maintain, and distribute authorized supply lists for department orders, separating them into categories (i.e. office supplies, nursing supplies, PPE, etc.)
- Assist nursing clinics in periodic counts and best practices for ordering, min-max, etc.
- Assist other departments in training and understanding corporate procurement policies and procedures, including the purchase order approval process.
- Prepares activity reports as required including evaluating product usage for bulk ordering and forecasting inventory levels.
- Arranging and executing periodic inventory counts - annual and/or quarterly as needed.
- Ensures building access card records are up to date with periodic report investigations. Creates, deletes, and updates building access cards, and employee ID cards.
- Participates in orientation of new employees by creating Security Pass cards, organizing, and distributing supplies and equipment packages to help ensure each employee has the necessary supplies/equipment to fulfill their role.
- Receive and track outstanding Carefor office/nursing equipment and supplies from terminating employees and restock as needed, ensuring back up stock is available.
- Coordinates and maintains the annual maintenance schedule for Allied Health and nursing equipment.
- Ensure medical waste is packaged according to Stericycle standard.
- Recycle toners on regular basis, following IT agreements with printer companies.
- Recycle batteries on a regular basis.
- Work with other programs, sites to share and use excess materials.
- Coordinates and maintains the Material Safety Data Sheets for all supplies and equipment that are of chemical and/or biological hazard.
- Completes all tasks and functions in compliance with Occupational Health and Safety Legislation, regulations, and Carefor policies and procedures.
- Maintains up-to-date procurement processes and procedure guidelines.
- Other duties as assigned.

**WAREHOUSE BACKUP SUPPORT AND ASSISTANCE**
- Provides backup support and coverage for the key responsibilities outlined in the Job Description of the Warehouse and Maintenance Coordinator during periods of heavy workload, vacation, and absence.
- Receiving processes in compliance with Occupational Health and Safety Legislation, regulations, and Carefor policies and procedures.
- Ensures accuracy of inventory and supply orders received.
- Compile purchase orders with invoices and packaging lists/pick lists.
- Ensures proper planning, staging, and scheduling for