REQUIRED SKILLS / ABILITIES:

• Ability to lift and move supplies and equipment as needed.
• Knowledge of regulatory requirements related to clinical supplies and equipment.
• Effective communication and interpersonal skills, with the ability to work collaboratively across departments.
• Excellent organizational, analytical, and problem-solving skills.
• Strong knowledge of procurement processes, inventory management, and logistics coordination.

QUALIFICATIONS:

• Experience in supply chain management, Logistics, Business Administration, or a related field.
• Preferred, 1 year experience in a supply chain or logistics role.
• Certification in Supply Chain Management (e.g., CPSM, CSCP) or a related field is beneficial, but not required.

Specimen Transport/Courier Coordination:

• Supervise couriers, dispatching, schedules, routes, and maintain the vehicle fleet (maintenance, registration, cleanliness, and repairs)
• Maintain courier tracking systems for specimens’ pick-ups and delivery. Investigate missing specimens, and complete corrective actions.
• Support sales with onboarding new accounts, gather and arrange for transport/shipping of supplies to collection sites and clinics.
• Shipping and receiving packages, gather and arrange transport/shipping of supplies to collection sites and clinics.
• Responding, processing, and purchasing automated requests for supplies while following the billing and purchase order procedures.
• Conduct periodic evaluations of vendor performance, addressing any issues related to product quality, delivery, or service.
• Other duties may be incorporated through development or department changes.

Inventory Control & Logistics Coordination:

• Ensure all supplies/kits with expiration dates are within date of use. Update an expiration date according to FDA extension letters as received and discard expired supplies.
• Ensure building, storage, and vehicle keys are secure and tracked.
• Implement and oversee inventory management systems, including tracking usage, reordering supplies, and conducting weekly inventory audits.

Documentation & Compliance:

• Prepare and provide monthly reports on office operations, supply requisition, courier reports, budget and expense reports.
• Stay informed about changes in regulations and industry best practices related to clinical procurement and logistics.

Collaboration & Communication:

• Work closely with sales, finance, and other departments to ensure alignment of procurement activities with clinical needs and budgetary constraints.
• Communicate effectively with stakeholders to address any supply chain issues or concerns.

Additional duties may be assigned to meet organizational needs.
Success Indicators: The Procurement and Logistics Coordinator Manager will perform annual performance evaluations for this role, in addition to performing periodic assessment of on-going projects as needed.
Key performance success indicators include, but are not limited to:

Cost Efficiency:

• Achieving cost savings through effective negotiation and strategic sourcing.
• Reducing procurement costs without compromising the quality of supplies and services.
• Maintaining or improving budget compliance rates for procurement activities.

Timeliness of Procurement & Delivery:

• Consistently meeting deadlines for the procurement and delivery of supplies.
• Minimizing lead times and ensuring timely availability of critical supplies.
• Streamlining procurement processes through automation or improved workflows.
• Low percentage of delays or disruptions in supply chain management.
• Successfully identifying and mitigating risks related to supply chain disruptions, supplier dependencies, or inventory shortages.
• Establishing contingency plans for department and critical supply chain scenarios.

Inventory Management:

• Maintaining optimal inventory levels, avoiding both stockouts and overstock situations.
• Regularly conducting accurate inventory audits with minimal discrepancies.
• Reducing waste by minimizing expired or unused supplies.
• Maintaining up-to-date documentation and records that meet audit and compliance requirements.
• Implementing innovative solutions to address recurring supply chain challenges.

Collaboration & Communication:

• High satisfaction levels from clinical teams and other departments regarding supply availability and quality.
• Positive feedback from internal and external stakeholders about the responsiveness and reliability of the procurement and logistics services.
• Effective communication and collaboration with cross-functional teams.
• Utilizing data analytics to inform decision-making and drive improvements in procurement and logistics strategies.
• Providing accurate and monthly reports on procurement activities, inventory status, and cost-saving initiatives.

Supervisory Responsibilities: This role includes supervisory responsibilities.

Team Oversight & Daily Operations:

• Support the manager in ensuring staff follow SOPs and policies.
• Supervise daily tasks, resolving immediate issues and adjusting workflows for efficiency.

Staff Support & Scheduling:

• Organize staff schedules and monitor attendance, addressing discrepancies.
• Coordinate with the manager to handle short-term absences.

Training & Development:

• Train new team members on protocols and conduct refresher sessions.
• Provide performance feedback and escalate concerns as needed.

Inventory & Logistics Coordination:

• Oversee daily inventory, ensuring supplies are available and up-to-date.
• Assist with transport logistics, including scheduling and reporting.

Collaboration & Communication:

• Communicate with staff, relaying information from the manager and providing guidance.
• Collaborate with other teams to address operational issues, escalating as necessary.