Medical Device Office Coordinator

2 weeks ago

Vancouver, Canada Martket Health Full time

Martket is a dynamic and award-winning agency with cross-functional operations in medical devices, consumer textiles, and branded merchandise. As a Medical Device Coordinator, you will play an important administrative role in the day-to-day clinical and regulatory operations of our fast-growing Martket Health Division.

Martket Health is a licensed importer and distributor of Class I, II, III & IV Medical Devices (MDEL #12507) and distributor of Natural Health Products, specializing in the strategic sourcing of healthcare supplies and life-changing medical technologies. Our diversified product portfolio serves a broad range of consumers and healthcare professionals within the primary verticals of Government and Health Authority Procurement, Distributors of Health and Safety Products, and Health Service Providers.

Globally, Martket is proud to be a premier partner to leading manufacturers of innovative medical products for the treatment of cardiovascular, peripheral vascular, neurovascular, and aortic disease. Active in Hospitals and Health Care Facilities across Canada, Martket provides world-class clinical support, regulatory stewardship, and logistics management for leading patient care.

Responsibilities:

  • Receive all incoming shipments of medical devices and natural health products. Verify against purchase orders for accuracy and enter details into Health Canada receiving records. Ensure that all products are stored as required.
  • Manage the inventory of medical products, monitor stock levels and ensure proper rotation. Organize physical inventory by product type, size, lot number, and expiration date for accurate and efficient fulfillment.
  • Coordinate outgoing shipments of medical devices and enter details into Health Canada distribution records. Pick and pack orders, print required documents, process shipping labels, and schedule daily courier pick-ups.
  • Process purchase orders. Create sales orders/packing slips and send tracking information to clients.
  • Coordinate return authorizations. Flag outstanding products for invoicing and maintain applicable notes in records.
  • Conduct regular audits of inventory and quarantine stock. Communicate with healthcare facilities.
  • Enter and submit purchase orders to global manufacturers and suppliers. Facilitate communication as needed.
  • Track shipments and communicate with couriers as needed (FedEx, Purolator, UPS). Troubleshoot issues and seek rapid solutions for emergent cases, solving problems with diplomacy and urgency.
  • Onboard new clients/vendors, including required documentation and file submission.
  • Ensure compliance with all relevant regulatory requirements and standards.
  • Manage device recalls or problem reports and coordinate corrective actions as needed.
  • Assist with Health Canada license renewals and any regulatory inspections or assessments. File and maintain applicable documents, including ongoing reconciliations for any Health Canada authorizations and programs.
  • Provide general support with additional activities as required.

Skills & Qualifications:

  • 2-3 years of related experience in office administration, customer service, and/or record keeping.
  • Experience as a medical or pharmaceutical office assistant is an asset.
  • Experience with medical or pharmaceutical regulatory processes is an asset.
  • Post-secondary education (preferred).
  • Fluency in English with excellent verbal and written communication skills. French speaking and writing skills are an asset. High degree of confidentiality and discretion.
  • Must hold a valid Driver’s License with clean driving abstract (minimal driving; vehicle not required).
  • Excellent organizational and time management skills with proven ability to prioritize effectively and meet deadlines while managing multiple tasks simultaneously.
  • Proficiency in inventory management. Familiarity with medical devices is an asset.
  • Ability to lift, move, or carry boxes of medical devices (up to 10-25 lbs).
  • Strong communication and interpersonal skills with the ability to provide courteous, reliable administrative support that demonstrates a commitment to high-quality customer service.
  • Enjoy working in a team environment but can also take initiative and work independently in a reliable manner.
  • Meticulous attention to detail and accuracy with diligent problem-solving abilities.
  • Comfortable working with various cloud-based software programs, including Microsoft 365 productivity apps (Outlook, Word, Excel, etc.).

Martket Benefits:

  • Full-time, salary-based compensation
  • 2 weeks paid vacation, plus paid personal time off while office is closed between Christmas and New Year's
  • Extended Health Care and Dental Benefits after 3 months
  • Flexible scheduling options
  • Professional development opportunities
  • An inclusive and safe work environment
  • Work from our Vancouver, BC office (on TransLink bus route and close to Gilmore and Rupert Skytrain Stations)

Martket is an equal opportunity employer, and we pride ourselves in having a diverse work culture. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status.

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