Materials Coordinator

POSITION SUMMARY

This position is responsible for a variety of financial non‑nursing functions in all areas of the Emergency Department, OR, PACU, Anesthesia, Perfusion, Cath Lab/IR, EP Lab, Sterile Processing, and Endoscopy. The role includes responsibility for service operations/finance, data management, materials management, equipment, quality control, data collection and reporting. It requires resourcefulness, flexibility, diplomacy, initiative, independence, and discretion with sensitive information. The candidate will consistently apply the corporate values of Respect and act in accordance with the BMC Corporate Compliance Program and Code of Conduct.

Position: Materials Coordinator

Department: MDS MP Operations

Schedule: Full Time

• Responsible for ordering, inventory, accountability, and charging of stock and non‑stock surgical supplies, physician special requests and equipment.
• Creates and reviews all requisitions for accuracy before forwarding to the approver and buyer.
• Maintains records of all purchase orders.
• Regularly inventories all supplies and equipment.
• Inventories incoming material for accuracy against purchase orders and vendor packing slip.
• Evaluates and adjusts par levels in cooperation with the CPD, OR and ED Support Staff as needed.
• Assists with physical inventories, special inventory or cost/quality projects as needed.
• Communicates with OR and ED Managers regarding issues associated with supplies that impact surgical schedules and ED day‑to‑day operations.
• Arranges to have needed equipment delivered for added surgical special procedures or next‑day surgical, ED or Endoscopy procedures.
• Stages orders according to end‑user location and verifies order receipt.
• Works with product vendors to ensure product availability, substitutions, pricing, and lead times.
• Maintains good relationships with instrument and product representatives to ensure surgical products are available on site as needed.
• Assists with project management in conjunction with Service Line Coordinators, Sterile Processing and IPP, and ED managers/directors to onboard new surgeons (core space, instruments, disposables and consignment inventory).
• Maintains all implant consignment; usage verification, proper nursing documentation, expiration no‑charge exchanges and bill and replace orders for next‑day replenishment.
• Manages the Central Processing clean room and ED Designated non‑stock clean room to keep it well maintained; neat, organized and stocked within par level parameters to ensure product is available for use.
• Opens order tracking in conjunction with Procurement, Contracts, Backorder Management to identify issues from backorders, contract updates or other internal and external issues that could create open orders.
• OR and ED pack and kit management working with Custom Pack purveyors, the Service Line and ED Medical Director to maintain proper inventory for OR surgical kit and packs aiding with product discontinuation and replacement or substitute options when needed.
• Maintains non‑stock PPE for OR and Sterile Processing.
• Creates order requisitions, follows up and expedites purchase orders for instrument repairs, consignment and special orders for ED, Anesthesia, Endoscopy, Moakley and Menino ORs and PACU/Pre‑Ops, Cath Lab IR and EP Lab, Perfusion and Sterile Processing.
• Tracks order progress and expeditiously moves orders throughout the receiving and distribution process.
• Follows up on back‑order reports providing updates in conjunction with OR buyer and Backorder Management Coordinator to provide Service Line Coordinators and IPP management team vital information to make informed decisions regarding substitute and/or expedited delivery needs.
• Monitors open orders and requests purchase order resubmissions, as needed, after confirming with vendor that POs were not received, pricing discrepancies, buy unit of measure issues, etc.
• Coordinates and maintains systems for (a) control group of inventory levels in the Adult Emergency Department, Pedi Emergency Department, Urgent Care, Psych and the observation unit; (b) monitors special order purchasing of supplies…