Inventory Coordinator & Transporter

Boston Children’s Hospital; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

Boston Children’s Hospital is seeking an administrative support specialist for the Accounts Payable business unit. Responsibilities include organizing events, maintaining records, data entry, and reconciling orders and invoices.

The role supports clinics by ensuring inventory accuracy, coordinating with support services, and transporting supplies. A high school diploma or GED is required, with one year of related experience and a valid driver’s license.

Qualifications

• High school diploma or GED required; some college preferred.
• 1 year of supply chain, warehouse, or distribution experience.
• Proficient with Microsoft Office.
• Familiarity with basic medical terminology preferred.
• Valid driver’s license required.

Responsibilities

• Assist in organizing and scheduling conferences, seminars, and department events.
• Maintain departmental files, records, and databases.
• Enter information from source documents into databases/spreadsheets and compile reports.
• Reconcile supply orders and invoices; resolve delays and billing errors.
• Coordinate with hospital support services for needed services.
• Perform routine clerical duties (mail, patient records, photocopying).
• Coordinate inventory counts with nurses to verify stock vs. inventory reports.
• Ensure supply areas in clinics/offices are stocked and inventory flows are optimized.
• Transport inventory and mail between BCH locations; prepare materials for clinic events.
• Maintain cleanliness and upkeep of MEHC building; follow policies.

Education

High school diploma or GED

Some College Education

Tools

Microsoft Office

Job description

Position Summary:

Provides administrative support for a business unit, Accounts Payable. Orders, receives, and distributes supplies, as well as maintains an inventory that allows for ready access to the needed materials. Provides efficient and safe transport of supplies and equipment. Supports administration and clinics by organizing supplies and maintaining the areas organized and other requests.

Key Responsibilities:

Administrative Support:

• Assists in organizing and scheduling conferences, seminars, and other department programs or events.
• Oversees various administrative functions requiring in depth knowledge of department programs and services
• Maintains departmental files, records, and databases.
• Enters information from source documents into computer databases and/or spreadsheets, compiling, printing, and distributing periodic reports, mailing labels, and other information as needed.
• Maintains department/office library of reference books, journals, slides, films, and other materials.
• Monitors and maintains office equipment and supply inventory. Reorders standard office supplies according to established guidelines and requests equipment repair services as needed.
• Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors, or discrepancies.
• Communicates with hospital support service departments to request needed services.
• Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving patient records, photocopying materials, and sorting, collating, and distributing documents.
• Frequently coordinate with the Nurse or designee to perform inventory counts and verify the quantities at hand match what the inventory report says should be in stock.

Inventory Maintenance

• Ensures the supply area is stocked in all the clinics and office areas, as well as assessing and improving flows of supplies.
• Identifies, analyzes, and addresses gaps in the inventory process.
• Ensures all documentation related to inventory flows is complete, accurate, and filed correctly.
• Anticipates the maintenance and cleanliness of office equipment.
• Assists in maintaining the cleanliness of the MEHC building.
• Follows Hospital and MEHC policies and procedures.

Transport of Inventory:

• Provides safe and efficient transportation of inventory, and mail to and from BCH locations.
• Ensures needed materials and equipment are set up for clinic events.
• Anticipates the maintenance needs of the van and ensures the van is clean and has gas and oil.

Minimum Qualifications

High school diploma or GED required, Some College Education preferred.

Experience

• One year of supply chain, warehouse, and distribution experience required.
• Microsoft Office proficiency required.
• Working knowledge/familiarity with basic medical terminology is preferred.

Licensure/ Certifications

Valid driver’s license required.