Purchasing Coordinator-purchasing

**Work Type: Full Time**

Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.

WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.

At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.

**Please Note**:New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.

**Position Summary**:
The Purchasing Coordinator will report to the Manager of Purchasing. In this role the individual will be responsible for managing purchasing processes including but not limited to co-ordination of purchases and trials, placing orders, expediting orders, reporting, resolving backorders by working with Vendors on Substitutions and resolving invoice discrepancies all while maintaining accurate records of all purchases as per related policies and provide support to the assist the department. The individual will also be responsible for facilitating contract preparations and maintenance of contracts as per the policies of the organization. This role requires effective communication skills, strong organizational abilities, and the capability to collaborate with various stakeholders within and outside the organization.

**Responsibilities**:

- Purchasing _
- Process Order’s and or Returns.
- Ensure purchase orders are completed appropriately (i.e. Capital, Service, Regular) and submitted to Supplier efficiently.
- Process purchase orders for departments (including repairs, evaluations, and credits).
- Where required, obtain RGA from Supplier for goods being returned and forward to Receiver with any other information required for shipping.
- Respond to administrative queries from departments in a cordial and timely manner.
- Co-Ordinate any product conversions
- Tracking and ensuring goods delivery, producing backorder reports, resolving backorder issues, accessing substitutes (sometimes in collaboration with clinicians), contacting vendors to obtain options and pricing for an end user. Interaction with various levels of the organization on supply issues.
- Organizing and coordinating communication for staff as required i.e. substitutions and/or Inventory concerns.
- Daily review of Buyer Messages to resolve conflicts which directly relates but is not limited to Working with the Vendor, A/P, Senior Buyer and Receiving to investigate PO/invoice discrepancies and modify as appropriate.
- Other duties as assigned.
- Contract Administration- _Intake new contracts for the organization to be put through our internal process _
- _Ensure compliance of the Company’s contracting principles for revisions, and exceptions, obtaining necessary internal approvals. _
- _Ensure contract details are thoroughly reviewed for accuracy of information. - Assist with review and maintenance of contract templates. _
- _Ensure adherence to Corporate Signing Policy. _
- _Serve as a point of contact regarding contract administrative matters. _
- _Provide administrative support for the documentation required to finalize agreements. _
- _Prepare and provide contract summaries to stakeholders, ensuring access to all information required to fulfil their contractual responsibilities. _
- _Maintain appropriate records of contracts and communication for customer and vendor accounts to ensure proper audit trails. _
- _Manage the administration and workflow of incoming requests for contracts. _
- _Other duties as assigned. _
- Stakeholders _
- Interaction is with various levels of the organization on supply issues.
- Being the primary internal contact and resource between Procurement, Shipping/ Receiving, Stores, Finance and liaising with other’s as required.
- Frequent Interaction with suppliers as required in a cordial and professional manner.
- Provide support/assistance to end users on Infor system (electronic requisitions, look-ups) as required.
- End User Supply Chain related training as required. i.e. Requestioning process
- Data Management _
- Maintaining and updating the Item Master at both consolidated and local level and any other system related activities as required
- Verify that items requested are within the established standards of the Hospital and comply with BPS Directives be