Purchasing and Supply Chain Coordinator

maryfreebed; Grand Rapids (MI); On-site; USD 45,000 - 65,000; Full time

Job summary

Mary Free Bed is seeking a Purchasing & Supply Chain Coordinator to manage procurement, distribution, and inventory across the care continuum. You will place cost-effective purchase orders, oversee vendor relationships, and support product evaluations to ensure timely delivery of supplies and equipment.

This role collaborates with clinical teams and internal departments to optimize purchasing processes, reconcile invoices, and manage budgets within the organization’s GPO framework.

Responsibilities

• Generate and submit accurate purchase orders using purchasing systems in a timely and efficient manner.
• Evaluate vendor quotations to ensure Mary Free Bed receives the most competitive pricing before order placement.
• Coordinate and communicate the distribution of materials across the care continuum.
• Maintain appropriate inventory levels to support operational needs.
• Reconcile coded invoices and post batches promptly, adhering to established payment terms.
• Review invoices for contract compliance and pricing accuracy prior to posting.
• Leverage Mary Free Bed's Group Purchasing Organization (GPO) to optimize vendor pricing and supply agreements.
• Collaborate with vendor representatives to evaluate products and equipment and identify workflow improvements.
• Monitor departmental expenditures and ensure alignment with monthly and annual budget targets.
• Manage equipment repairs in accordance with the Biomedical Electrical Equipment Program and vendor protocols to ensure timely resolution.
• Partner with internal departments to develop training and education initiatives that enhance clinical compliance with chargeable products.
• Oversee chargeable product inventory and regularly review pricing to ensure internal compliance.
• Research new products and equipment, coordinate vendor demonstrations, and organize in-service training sessions as requested by leadership.
• Work with interdisciplinary teams to manage the movement and storage of supplies and equipment, following the Furniture, Fixtures, and Equipment (FFE) process.
• Provide support to Supply Chain Assistants, Specialists, and fellow Coordinators as needed.
• Contribute to the development and refinement of operational policies and procedures related to Supply Chain functions.
• Perform additional duties as assigned to support departmental and organizational goals.

Skills

Procurement

Vendor management

Inventory control

Invoice reconciliation

Purchasing systems

Tools

Purchasing systems

Job description

Mary Free Bed Summary

We have the great privilege of helping patients and families re-build their lives. It's extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients "Ask for Mary," they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them. This is true of every employee, from support staff and leadership, to clinicians and care providers.

Mary Free Bed is a not-for-profit, nationally accredited rehabilitation hospital serving thousands of children and adults each year through inpatient, outpatient, sub-acute rehabilitation, orthotics and prosthetics and home and community programs. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes. The growing Mary Free Bed Network provides patients throughout the system with access to our unique standard of care.

Mission Statement

Restoring hope and freedom through rehabilitation.

Employment Value Proposition

• Focus on Patient Care . A selfless drive to serve and heal connects all MFB employees.
• Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.
• Family Culture. We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.
• Trust in Each Other. Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.
• A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride.

Summary

The Purchasing & Supply Chain Coordinator serves as a critical link between the Supply Chain department, clinical teams, and vendors, overseeing the procurement, distribution, and inventory of essential supplies and equipment. This role is responsible for placing cost-effective purchase orders, managing vendor relationships, supporting product evaluations, and ensuring timely delivery across the care continuum. Additionally, the Coordinator handles invoice reconciliation, batch posting, and compliance with payment terms, while collaborating with internal teams to drive operational efficiency, maintain fiscal responsibility, and support continuous improvement across all supply chain functions.

Essential Job Responsibilities

• Generate and submit accurate purchase orders using purchasing systems in a timely and efficient manner.
• Evaluate vendor quotations to ensure Mary Free Bed receives the most competitive pricing before order placement.
• Coordinate and communicate the distribution of materials across the care continuum.
• Maintain appropriate inventory levels to support operational needs.
• Reconcile coded invoices and post batches promptly, adhering to established payment terms.
• Review invoices for contract compliance and pricing accuracy prior to posting.
• Leverage Mary Free Bed's Group Purchasing Organization (GPO) to optimize vendor pricing and supply agreements.
• Collaborate with vendor representatives to evaluate products and equipment and identify workflow improvements.
• Monitor departmental expenditures and ensure alignment with monthly and annual budget targets.
• Manage equipment repairs in accordance with the Biomedical Electrical Equipment Program and vendor protocols to ensure timely resolution.
• Partner with internal departments to develop training and education initiatives that enhance clinical compliance with chargeable products.
• Oversee chargeable product inventory and regularly review pricing to ensure internal compliance.
• Research new products and equipment, coordinate vendor demonstrations, and organize in-service training sessions as requested by leadership.
• Work with interdisciplinary teams to manage the movement and storage of supplies and equipment, following the Furniture, Fixtures, and Equipment (FFE) process.
• Provide support to Supply Chain Assistants, Specialists, and fellow Coordinators as needed.
• Contribute to the development and refinement of operational policies and procedures related to Supply Chain functions.
• Perform additional duties as assigned to support departmental and organizational goals.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates