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Pharmaceutical Purchasing Coordinator - Job Description

ORGANIZATION: Miles, Inc. Elkhart, Indiana

JOB FUNCTION/PURPOSE

This position is for those nonexempt personnel identified as having the potential, capability, and essential desire for eventual promotion into the exempt salaried purchasing ranks. Position purchases specifically assigned materials at the lowest total cost for the ***, quality, and delivery required. Maintains files and records of materials, prices, deliveries, sources, and specifications pertinent to the buying function. Provide backup to support commodity responsibility of Director or Manager.

PRINCIPAL ACTIVITIES/OBJECTIVES

Develop and maintain responsible suppliers for those commodities assigned. Develop knowledge of the key personnel at each major supplier, his production processes, and his internal systems.
Select suppliers and place orders within authorized limits without review of supervisor.
Develop capability to obtain the lowest possible long-term cost through negotiations, *** bidding, and market and supplier knowledge. Analyze and evaluate quotations from potential suppliers. Aggressively seek and recommend cost savings possibilities based upon new sources, ***, improved systems, or new item.
Understand the Automated Procurement System and its relationship to the various interfacing systems. Maintain purchasing data bases to insure dependent departments have prompt, accurate information. Use generated reports and screens for control and purchasing decisions.
Communicate with suppliers to place orders, expedite deliveries, solve invoice discrepancies, revise pickup and/or shipping schedules, arrange returns, notify of complaints or rejections, obtain shipping and forwarding information, check on labor contract expiration dates, obtain pricing and availability information, make appointments, and keep specifications and/or catalog information updated.
Communicate and work closely with all requisitioning departments and personnel to coordinate delivery schedules, provide order information, schedule meetings, independently resolve invoice discrepancies, arrange returns, check receipts, and report availability projections and market conditions.
Type correspondence, monthly reports, expense reports, achievement reports, and other materials for self and assigned buyer(s). Compose and type shipping orders. Type confidential correspondence as required.
Direct purchasing inquiries to proper buyer.
NATURE AND SCOPE

Reports to the Purchasing Manager or Director. Spends from 50 to 80 percent of time on purchasing assigned commodities vs. 20% to 50% of time on clerical duties for self and assisting the Manager or Director and/or other Buyers. Responsible for purchasing assigned materials in the most economical manner and lowest total long-term costs to the Corporation and subject to Supervisor's direction and consistent with prior experience and training. Provides complete clerical support for self and assigned Buyer. Expected to originate own correspondence, memos, shipping orders, etc. Position is not considered to be permanent, but available only as long as needed to train and develop specifically identified nonexempt personnel for career path purposes.

KNOW-HOW

Previous experience in Miles Purchasing (or a closely related area) and/or some college credits required. Must have shown through performance evaluations that he or she (1) has the capability of learning new assignments, systems, etc., quickly; (2) is an effective and efficient communicator; (3) has the ability to develop excellent human relations skills and operate as a team member and/or leader; and, (4) has the potential for learning all of the other specialized skills required of a Buyer. Should be a good typist, able to originate own correspondence. Must have mathematical background sufficient to perform accurate and concise calculations. Would be helpful to have word processing capabilities and experience with IBM Displaywriter equipment. Demonstrated good judgement and willingness to make independent decisions are prerequisites for this position, but are expected to be perfected while in training in this position. Must have demonstrated ability to handle confidential information in a discreet manner.

PROBLEM SOLVING

Expected to independently resolve invoice discrepancies and learn to determine the correct suppliers with whom to place orders for optimum value. Must resolve delivery problems by rearranging shipping schedules at supplier if necessary. Must be capable of recognizing and learning how to resolve both short and long term potential supply problems and cost savings opportunities. Must become proficient in applying independent creative thinking for these purposes. Must be able to resolve crisis situations independently.

ACCOUNTABILITY

Dimensions: The Purchasing Coordinator may directly control from $1,500,000 to $5,000,000 in purchases annually, depending on the actual assignment. He or she is free to select suppliers and place orders for up to $10,000 value without additional review, depending upon the Supervisor's assessment of the Coordinator's training and experience status. Position may actually support files and systems for self and others whose annual purchase volume range up to 30 million dollars. Ineffective or inappropriate action by this individual in critical situations can cause costly production line and/or project shutdowns, sending workers home, etc.

Name of Facility: East Jefferson General Hospital

City, State: Metairie, LA

Re: Pharmaceutical Purchasing Coordinator - Job Description

Richard,
Thank you for posting the job descriptions. They are very helpful.

Cindy

Years as a Buyer: 10