New Full Time Opportunity! Purchasing Coordinator - Temporary (3-6 months)
The purpose of the Purchasing Coordinator position is to provide a wide variety of administrative support to the Purchasing and Finance Department. The Purchasing Coordinator coordinates the requisition, pricing, purchase, accounting and distribution of supplies and other items. Maintains a variety of records concerning purchases, invoices, packing slips and provides internal and external customer support. In addition, this role will assist with variety of purchasing projects/tasks, expedite vendor shipments, and facilitate returns.
Essential Functions: Essential functions encompass the required tasks, duties and responsibilities performed as part of the job and the reason the job exists.
Creates purchase orders for purchases in Inventory Management System.
Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
Collaborates with other departments for the purpose of the purchase of supplies and services.
Monitors and follows-up on purchase orders from inception to delivery of goods and services.
Maintains accurate records of all purchases.
Follow up with health centers and departments for open purchase orders and receiving discrepancies.
Assists/processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
Consolidates and files all packing slips from all health centers and internal departments.
Researches variety of issues (e.g. order status, purchase order tracking, etc.)
Receives orders and vouchers vendor invoice for payment in procurement/inventory management & AP system.
Scans/uploads invoice and order/invoice correspondences to procurement/inventory management & AP system under Purchasing & Accounts Payable module.
Coordinate with departments for invoice approval.
Maintains and reviews paperwork and invoices submitted for accuracy;
Works with accounting department to check for discrepancies with invoices.
Reconcile credit card purchases for point of sale and any web order.
Assist to provide purchase orders, vouchers with receiving slips and invoices to AP on a timely basis.
Medical Facility Services
Processes, packs and ships supplies to sites through couriers. Prepares and maintains a variety of files and filing systems; prepares, maintains, and updates various records; verifies information as requested.
Keep all files current and organized
File files numerically, alphabetically, by subject matter and other specified system accurately to standard.
Generate labels to mark boxes for purging for compliance purposes.
Maintains a variety of manual and electronic documents, files and records for the purpose of providing up-to-date reference and audit trails for compliance.
Responds to inquiries from a variety of individuals (e.g. staff, administration, auditors, vendors, etc.).
Responsible for various administrative duties for the Purchasing and Finance department as assigned.
Assist to manage department mail daily and organizes, sorts and files department documents.
Provides support to the Purchasing team members as deputy and assists in daily office needs to complete the assigned task(s).
Maintains and organizes the inventory stock in Purchasing Storage and warehouse.
Supports to inquiries and projects for medical facility services assigned by Director of Purchasing and Facility Services and Coordinator of Purchasing and Facility Services.
Performs other duties as assigned.
High School Diploma or completion of GED required.
Some college preferred.
Minimum Work Experience:
Minimum of 3 years purchasing experience required.
To be successful in this position must be extremely proficient in Excel and Microsoft Word at an advanced level.
Ability to work independently and take initiative.
Accuracy with detailed math work.
Ability to handle varied tasks simultaneously and work well under pressure.
Must be able to meet Agency attendance standards.
Ability to maintain confidentiality at all times.
Strong organizational skills.
Strong attention to detail.
Agency Standard Requirements:
Strong commitment to quality healthcare and excellent customer service is required.
Must thrive in a fast paced, rigorous environment with changing priorities.
Ability to meet deadlines and work under pressure
Must demonstrate high level computer skills including; Microsoft Word, Excel and Outlook. Electronic medical records experience may also be required.
Planned Parenthood/Orange and San Bernardino Counties is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, equal pay, age, disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military, veteran status or any other federal or state protected class. We are committed to building and maintaining an inclusive workplace that values diversity, equity, and inclusion.