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Job Title: Procurement and Vendor Management Specialist
Weekly Hours: 40
Supervised by: Director, RE & Facilities
Department: Facilities
Position Overview:
The Procurement and Vendor Management Specialist plays a critical role in supporting the operations of the organization by managing procurement and inventory. This role involves coordinating with leadership, administrative, and clinical teams to ensure efficient procurement processes, adherence to budgets, and effective communication across departments. The position requires a detail-oriented individual with strong organizational skills and the ability to collaborate effectively with multiple stakeholders. This role is cross-functional, combining financial analysis, vendor management, and project support to optimize spending, improve processes, and support organizational growth initiatives. The position focuses on procurement and inventory for both ongoing operations and new practice development as well as maintaining excellent vendor relationships. The Procurement and Vendor Management Specialist supports operational collaboration between procurement-related vendors, finance, and operations, ensuring cost-effective decision-making, contract compliance, and successful execution of key projects.
Procurement & Vendor Management
• Organize, optimize, and execute purchasing processes and inventory management, ensuring alignment with budgetary goals.
• Serve as the main liaison for procurement-related inquiries and vendor communications.
• Maintain vendor contracts, ensuring compliance, performance standards, and renewal timelines.
• Support and maintain the management and coordination of Group Purchasing Organization (GPO) relationships.
• Participate in cost-savings initiatives, including strategic sourcing and operational buy-in.
• Assist with administration and daily use of inventory management systems, including user access, workflow tasks, and opportunities to enhance system efficiency.
• Assists in training and onboarding operational team members on best practices for system use and inventory upkeep as needed.
Financial Analysis & Reporting
• Conduct detailed spend analysis for all ordering across divisions and locations, providing actionable insights to operations leadership.
• Develop and maintain KPI dashboards to track key procurement metrics, including spend relative to visit volume and operational performance.
• Support financial modeling and analysis for new vendors or additional procurement related opportunities.
• Participate in annual budget development for clinical and office supply purchasing, as well as proactively present needs and quotes for capital purchases for clinical equipment.
• Regularly present updates in meetings with operational leadership.
Project Management & Practice Development
• Plays a key role in procurement for new office openings, acquisitions, and service line expansions.
• Ensure timelines, budgets, and procurement needs are met for key projects.
• Assist in developing and managing Furniture, Fixtures & Equipment (FF&E) budgets for new and expanding locations.
• Coordinate vendor alignment for new practices to ensure operational readiness.
• Determine fair market value for both internal and external FF&E sales.
Required Education, Certifications, and Experience:
• Strong knowledge of negotiation
• Strong knowledge of supply chain management
• Proficiency in ERP platforms, and Microsoft Excel
• Proficiency in ACXSS
• Project management experience preferred
• Bachelor's degree preferred
• Clinical experience preferred