Vendor Specialist

Health Care District of Palm Beach County; West Palm Beach (FL); On-site; USD 48,000 - 62,000; Full time

Job summary

The Health Care District of Palm Beach County is seeking a Vendor Specialist to coordinate inventory, procurement, vendor coordination, and logistics across multiple business units. You will manage purchase orders, evaluate vendor proposals, and support the Business Logistics Manager in operations and documentation.

Responsibilities include supplier evaluation, ensuring delivery quality, Oracle vendor onboarding, and collaboration across departments to optimize costs and efficiency.

Qualifications

• 2-4 years: Experience performing advanced administrative functions in support of Business Units.
• 0-1 years: Experience in supply chain operations, including procurement, vendor coordination, inventory management, or logistics.
• Required: Class E - Drivers License, Issued In: State of Florida or Acquired within: 6 Months
• Preferred: ISM - Cert. Prof. in Supply Management
• Preferred: ISM - Accredited Purchasing Practitioner

Responsibilities

• Act as primary liaison with other departments concerning procurement and services for multiple Business Units.
• Facilitate communication and coordination between departments to ensure alignment of procurement activities.
• Receive and evaluate price quotes from outside organizations and vendors; research and acquire vendor proposals for supplies, materials, and inventory management.
• Act as vendor specialist to suggest new products and services for business needs as requested by Business Units.
• Assist Business Units in selecting suppliers that provide optimal quality and pricing benefits.
• Monitor supplier performance by assessing their ability to meet quality and delivery requirements.
• Obtain all documentation from new vendors in order to be added in Oracle systems as required for operational needs.
• Work closely with Contracts and Projects Logistics Coordinator to identify opportunities for supplier consolidation and evaluate potential vendors and consolidation benefits across multiple Business Units.
• Support strategic initiatives aimed at streamlining vendor relationships and achieving cost efficiencies.
• Provide primary support to Business Logistics Manager across all logistics operations.
• Manage the flow of goods and information within the supply chain for all Business Units and ensure effective and timely delivery of products and services.
• Maintain comprehensive inventory of medical equipment, including asset life cycle management and disposal.
• Complete all necessary documentation for asset transfers and disposals.
• Obtain from vendors technical specification changes related to medical equipment on recalls and repairs as needed.
• Process ordering of supplies and materials based on inventory assessments and operational requirements.
• Handle deliveries and resolve order, shipping, and receiving discrepancies.
• Work closely with Warehouse Manager and drivers to coordinate additional supplies and deliveries to various locations.
• Create requisitions and purchase orders for Business Units in accordance with HCD policies and procedures.
• Order supplies as needed while maintaining compliance with HCD purchasing policies and procedures.
• Coordinate with accounts payable to process payments by delegating invoices to Supply Chain team.
• Ensure adherence to HCD purchasing policies and procedures across all procurement activities.
• Facilitate communication and coordination between departments to ensure alignment of procurement activities and operational requirements.
• Initiate and recommend improvement processes for purchasing operations and efficiency enhancement.
• Identify opportunities for operational improvements within logistics and procurement functions.
• Support continuous improvement initiatives that enhance service delivery and cost-effectiveness.
• Complete special projects and perform related duties as assigned by leadership.
• Support strategic initiatives aimed at streamlining vendor relationships, achieving cost efficiencies, and enhancing procurement and logistics operations.
• Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters,man-made or natural.

Education

Associates Degree — Business management, communications, or related area

Equivalent combination of experience, along with High School diploma or GED, may substitute for minimum education requirement

Job description

Job Description

The Vendor Specialist coordinates the inventory and management of Business Unit assets for the Health Care District of Palm Beach County. This position coordinates purchase orders and invoices and serves as a vendor specialist by evaluating and recommending goods and services to meet the needs of all Business Units. The Vendor Specialist also provides administrative support to the Business Logistics Manager and assists with procurement, vendor coordination, and logistics operations.

Job Description

The Vendor Specialist coordinates the inventory and management of Business Unit assets for the Health Care District of Palm Beach County. This position coordinates purchase orders and invoices and serves as a vendor specialist by evaluating and recommending goods and services to meet the needs of all Business Units. The Vendor Specialist also provides administrative support to the Business Logistics Manager and assists with procurement, vendor coordination, and logistics operations.

Job Functions

Key Responsibilities

Procurement & Vendor Management

• Act as primary liaison with other departments concerning procurement and services for multiple Business Units.
• Facilitate communication and coordination between departments to ensure alignment of procurement activities.
• Receive and evaluate price quotes from outside organizations and vendors; research and acquire vendor proposals for supplies, materials, and inventory management.
• Act as vendor specialist to suggest new products and services for business needs as requested by Business Units.
• Assist Business Units in selecting suppliers that provide optimal quality and pricing benefits.
• Monitor supplier performance by assessing their ability to meet quality and delivery requirements.
• Obtain all documentation from new vendors in order to be added in Oracle systems as required for operational needs.
• Work closely with Contracts and Projects Logistics Coordinator to identify opportunities for supplier consolidation and evaluate potential vendors and consolidation benefits across multiple Business Units.
• Support strategic initiatives aimed at streamlining vendor relationships and achieving cost efficiencies.

Logistics, Inventory & Asset Management

• Provide primary support to Business Logistics Manager across all logistics operations.
• Manage the flow of goods and information within the supply chain for all Business Units and ensure effective and timely delivery of products and services.
• Maintain comprehensive inventory of medical equipment, including asset life cycle management and disposal.
• Complete all necessary documentation for asset transfers and disposals.
• Obtain from vendors technical specification changes related to medical equipment on recalls and repairs as needed.
• Process ordering of supplies and materials based on inventory assessments and operational requirements.
• Handle deliveries and resolve order, shipping, and receiving discrepancies.
• Work closely with Warehouse Manager and drivers to coordinate additional supplies and deliveries to various locations.

Purchasing Operations & Compliance

• Create requisitions and purchase orders for Business Units in accordance with HCD policies and procedures.
• Order supplies as needed while maintaining compliance with HCD purchasing policies and procedures.
• Coordinate with accounts payable to process payments by delegating invoices to Supply Chain team.
• Ensure adherence to HCD purchasing policies and procedures across all procurement activities.
• Facilitate communication and coordination between departments to ensure alignment of procurement activities and operational requirements.

Process Improvement & Operational Support

• Initiate and recommend improvement processes for purchasing operations and efficiency enhancement.
• Identify opportunities for operational improvements within logistics and procurement functions.
• Support continuous improvement initiatives that enhance service delivery and cost-effectiveness.
• Complete special projects and perform related duties as assigned by leadership.
• Support strategic initiatives aimed at streamlining vendor relationships, achieving cost efficiencies, and enhancing procurement and logistics operations.
• Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters,man-made or natural.

Experience

QUALIFICATIONS

• 2-4 years: Experience performing advanced administrative functions in support of Business Units.
• 0-1 years: Experience in supply chain operations, including procurement, vendor coordination, inventory management, or logistics.

Education

• Preferred: Associates Degree — Business management, communications, or related area.
• Equivalent combination of experience, along with High School diploma or GED, may substitute for minimum education requirement.

Licenses

• Required: Class E - Drivers License, Issued In: State of Florida or Acquired within: 6 Months

Certifications

• Preferred: ISM - Cert. Prof. in Supply Management
• Preferred: ISM - Accredited Purchasing Practitioner

About Us

The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill in gaps in access to healthcare services. This unique healthcare system covers the entire county and provides a wide range of services such as nine community health centers (Federally Qualified Health Centers) which serve everyone regardless of ability to pay; school health teams in 172 public schools; a lifesaving Trauma Hawk aeromedical helicopter program; a rural, public teaching hospital, Lakeside Medical Center; an award-winning skilled nursing center; a ground ambulance program for Health Care District patients needing a higher level of care and the county’s Trauma Agency, which ensures quality outcomes within the county’s trauma system and leads initiatives to prevent traumatic injury. We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, creed, religion, military or veteran status, age, sex, pregnancy status, genetic information, national origin or ancestry, citizenship, physical or mental disability, marital status, sexual orientation or identification status, or any other legally recognized category protected by jurisdictional, state or federal law. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants. We are also committed to maintaining a safe, healthy, and productive work environment for all employees. As such, we are a Drug-Free Workplace. The Health Care District of Palm Beach County is an E-Verify participating employer and will use E-Verify to confirm the employment eligibility of all newly hired employees. This role may require Agency of Health Care Administration (AHCA) background screening and clearance. As required under House Bill 531, applicants may review AHCA’s education and awareness information at the following link: https://info.flclearinghouse.com/