Vendor Specialist

The Vendor Specialist coordinates the inventory and management of Business Unit and IT 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 and IT Department.
• 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.
• Add new vendors 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 Senior 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 and IT hardware, including asset life cycle management and disposal.
• Coordinate with medical equipment and IT hardware vendors on technical specification changes and system refreshes/updates.
• 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.

Additional Responsibilities

The duties and responsibilities described above are intended to provide a general overview of the position and are not intended to be an exhaustive list of all assigned duties, responsibilities, or activities. Employees may be required to perform other job-related duties as assigned to support departmental operations, organizational objectives, regulatory requirements, or patient care needs. Duties, responsibilities, and activities may change at any time with or without notice.

Experience

5-7 years: Experience performing advanced administrative functions in support of senior executives.

5-7 years: Experience in supply chain operations, including procurement, vendor coordination, inventory management, and logistics.

Education

Required: 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