ABOUT AUSTIN REGIONAL CLINIC: Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years We are one of central Texas’ largest professional medical groups with 35 locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, PTO, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance, Development and more. For additional information visit https://www.austinregionalclinic.com/careers/ PURPOSE Responsible for all aspects of Central Distribution’s daily operations and ensuring they are performed in a manner consistent with Company service and cost objectives. Establish and / or maintain policies and procedures in accordance with industry’s best practices regarding the flow of materials, supplies, and equipment from initial procurement to fulfillment, final disposition, and vendor payment. Assists in maintaining the inventory control system and Central Distribution physical inventory. Provides leadership and training for internal and external staff related to areas under Central Distribution’s purview. Ensures that appropriate products and services for designated areas of responsibility within the Company and related entities (“Organization”) are acquired and delivered in the most timely, cost effective, and efficient manner. Responsible for tracking and maintaining vehicles including Texas Tag, registration, and repairs on vehicles. Reviews and adjusts courier routes as the Company’s needs change to ensure daily coverage is provided at the most effective cost while maintaining safety for all staff and vehicles. Serves as liaison between Supply Chain Director and Central Distribution staff by organizing and assigning work. Supervises and coordinates the operations of the central mailroom and the interdepartmental mail system for the organization. Maintains excellent customer service with all ARC/CMS departments. Carries out all duties while maintaining compliance and confidentiality and promoting the mission and philosophy of the organization. ESSENTIAL FUNCTIONS Couriers & Central Distribution Manages, trains, coaches, develops and supervises Couriers & Materials Handler(s). Responsible for determining routine routes and coordinating special deliveries. Ensures couriers are dressed professionally, maintaining routes timely, delivering and picking up products/mail from the designated areas, communicating critical information to the customer regarding deliveries, providing excellent customer service at all times, and making bank deposits in accordance with company policies. In collaboration with the Couriers, ensures that fleet vehicles are clean and presentable to the public (inside and out), properly maintained in accordance with vehicle maintenance guidelines, and maintenance is documented. Responsible for fully understanding and administering the company’s policy regarding vehicle accidents involving staff. Organizes, prioritizes, and assigns work to Central Distribution staff and monitors’ progress. Ensures internal requisitions are filled accurately and in a timely manner, properly handled and packaged for delivery, and accurately processed within the inventory management system through the Ship Confirm process. Maintains the accuracy of the perpetual inventory management system. Coordinates daily cycle counts and physical inventories in accordance with best practices, company policies, and system protocols to ensure internal controls are properly identified and maintained. Responsible for variances in inventory management, receiving, and proper handling of product. Investigates and reconciles any differences found during cycle counting and a physical inventory. Reviews for patterns of errors to identify improvements, training opportunities, and potential fraud. Prepares a report summarizing differences, causes for the differences, and resolutions to reduce variances to present to the Director of Supply Chain and VP of Finance. Supervises incoming shipments, verifying shipment accuracy and quality / condition of the product, proper handling and storing of product, and ensuring proper documentation is maintained to support transactions in accordance with company policies. Responsible for fully understanding the flow of data within the inventory management system and downstream impact to ensuring timely vendor payments, prompt pay discounts are taken, and financials. Acts as a lead resource for answering questions and resolving problems related to Central Distribution’s inventory management, order fulfillment, shipping, receiving, and computer system utilization. Reviews current processes to identify improvements and efficiencies. Assists in maintaining appropriate inventory stock levels to ensure proper use of company’s cash and inventory on hand is within company’s insurance limits. Ensures that stock replenishment orders are placed in a timely manner to avoid backorders and shortages. Uses historical data to adjust stock par levels as necessary. Establishes communication channels with vendors to ensure awareness of potential upcoming shortages of products / equipment. Works with director to ensure plan is put in place to minimize disruption to operations, communicates the plan to all stakeholders and implements accordingly. Maintains appropriate storage conditions and security in Central Distribution. Ensure all required monitoring and recording of temperatures for vaccines and drugs storage is completed in accordance with company’s policies and the manufacturers and State of Texas requirements. Supervise the sorting and distribution all incoming mail, creating a standardized and efficient process for distributing internal interdepartmental mail, and coordinating an efficient and reliable process for outbound U.S. Postal mail with the contract mail service company. Collaborates with Director of Supply Chain, Purchasing Coordinators, and suppliers to resolve receiving and match hold problems. Builds communication and teamwork by holding regularly scheduled staff meetings to communicate information. Remains knowledgeable concerning policies and procedures, and interprets and implements changes accordingly. Maintains records of attendance, on-going evaluation, time off requests, and counseling. Interviews prospective employees and communicates with Human Resources throughout the hiring process. Works with Learning and Development to coordinate new hire training for new employees. Coordinates on-site training for new and existing staff members. Evaluates staff performance and provides regular feedback to the staff. Coordinates with Supply Chain Director and Human Resources to provide and document counseling or discipline, as appropriate. Purchasing Communicates with all parties as to the status of products and services required for the Organization to maintain an efficient and effective operation and to support and facilitate ongoing quality patient care. Collaborates with internal customers to understand operations and their needs. Together with Supply Chain management, works to align supply chain support for those operations with the Organization’s strategic direction to ensure maximization of efficiency and overall cost effectiveness. Receives requests for specific products or services from within the Organization and determines if the request is appropriate. Based on the needs assessed in collaboration with internal customers, identifies and researches prospective suppliers. Obtains price quotes for final products or services and initiates a purchase order. Reviews purchase requests to ensure appropriate coding and authorization. Provides follow-up with customers to ensure orders are being fulfilled accurately and, if not, works with internal Purchasing staff to identify process issues and implements improvements. Communicates inventory backorder issues to the customer and internally within the Purchasing department to reduce delivery time. Assists in extracting data, providing analysis, and preparing reports related to purchasing activities including departmental usage information and overall buying trends. Establish min/max for clinic locations. Maximizes the use of available contracts including the utilization of GPO (Group Purchasing Organization) contracts. Evaluates potential alternatives when available including use of generics, substitutes, or value-added services. Works proactively with appropriate Operations personnel on the acceptance and use of substitutes or generics by explaining cost savings and industry acceptance of product. Collaborates with Senior Purchasing Coordinator on projects to ensure all required products and services within area of expertise have been properly identified and helps to ensure the timely delivery of products or services in accordance with project timeline. Prepares and places purchase orders with suppliers. Tracks orders to ensure that they are received timely to avoid disruption of operations and patient care. Coordinates with suppliers to ensure timely and accurate delivery of ordered supplies/services, expediting and resolving related problems as necessary. Monitors vendor performance, discusses concerns, and develops action plans with vendors to performance improvement. Assists in extracting data, providing analysis, and preparing reports related to the Oracle purchasing system and various supplier systems including departmental usage information and overall buying trends. Responsible for the returns/credits process with suppliers as needed; utilizes the Oracle system to ensure best practices are used for recording returns/credits; and coordinates with Accounts Payable to ensure all credits are received timely and able to be processed efficiently. Coordinates with Accounts Payable, the Purchasing Director, and suppliers to resolve match-hold problems. Identifies systematic problems leading to recurring match-hold issues and proposes process improvements to reduce error and to achieve a more efficient result. Identifies, researches, and resolves back-order discrepancies. Works proactively to avoid shortages by expediting orders or sourcing authorized alternative products to meet the Organization’s needs. Assists in maintaining files pertaining to purchasing activities including agreements, purchase orders, pick tickets, packing lists, miscellaneous inventory transactions, cycle and physical inventory counts, inventory documentation, and other activities as requested and in compliance with the Organization’s policies. Provides pricing updates to the appropriate department(s) to ensure timely and appropriate review of all drug, vaccine, and billable supplies. Maintains pricing matrices to assist this evaluation and to facilitate the purchasing process. Investigates complaints and recommends corrective action as necessary to resolve issues related to vendors and outside parties. Supply chain subject matter expert as assigned. Back-up for other Purchasing and Central Distribution positions. Supervises the sorting and distribution of all incoming mail. Ensure the mail is delivered accurately and timely to the right department. Create and maintain a standardized and efficient process for distributing internal interdepartmental mail. Coordinates an efficient and reliable process for outbound U.S. Postal mail with the contract mail service company. Ensures that facility equipment is properly maintained along with expense tracking in accordance with company’s policies. Tracking of expenses relate to fuel, storage, maintenance, and rentals, if any. Greets suppliers and sales representatives. Participates in field visits as appropriate. Interfaces with organization’s leaders. Answers telephones when necessary. Maintains a safe work environment. Maintains proper order and cleanliness in Central Distribution, the loading dock, and associated storage areas. Provides excellent customer service to internal and external individuals. Adheres to all company policies, including but not limited to, OSHA, HIPAA, compliance and Code of Conduct. Regular and dependable attendance. Follows the core competencies set forth by the Company, which are available for review on CMSweb. OTHER DUTIES AND RESPONSIBILITIES Assists with departmental projects as needed. Performs other duties as assigned. QUALIFICATIONS Education and Experience Required: Associate degree in supply chain management or business or equivalent combination of education and work experience. Five (5) or more years’ experience working in a warehouse utilizing a computerized perpetual inventory system required. Two (2) or more years supervisory experience. Preferred: Bachelors degree in supply chain management or related field. Experience working with medical supplies procurement. Experience using Oracle system. Knowledge, Skills and Abilities Intermediate working knowledge of supply chain management. Intermediate working knowledge of computerized perpetual inventory management system. Must be able to safely operate standard warehouse tools including hand truck, pallet jack, box cutter, 4-wheel dolly, etc. Must have excellent verbal and written communication skills to communicate clearly and effectively to all levels of staff and the public. Excellent leadership skills. Excellent training and development skills. Ability to train and monitor staff to ensure compliance with federal, state and local regulations and established practices; implements new policies/procedures and keeps employees abreast of current changes and standards as they related to business needs. Experience with developing and writing policies and procedures. Ability to research and resolve problems. Excellent attention to detail. Excellent interpersonal & problem-solving skills. Ability to work in a team environment. Ability to manage competing priorities. Ability to handle multiple projects simultaneously. Excellent computer and keyboarding skills, including familiarity with Windows. Intermediate Microsoft Excel skills Experience with Microsoft Access preferred. Experience with Oracle EBS or Oracle Fusion preferred. Ability to perform job duties in a professional manner at all times. Ability to understand, recall, and communicate, factual information. Ability to understand, recall, and apply oral and/or written instructions or other information. Ability to organize thoughts and ideas into understandable terminology. Ability to apply common sense in performing job. Certificate/License None required.