Job Details

Join our high-performing team in a vital role here at Leigh Orthopedic Surgery Center!

We are currently seeking a skilled and proactive Materials Manager to support our busy, successful ambulatory surgery center (ASC) located in the vibrant Virginia Beach/Norfolk area.

About the Role:

As our Materials Manager, you'll play a key role in ensuring our surgical teams have the right supplies, at the right time, and at the best possible value. You'll oversee inventory management, optimize procurement processes, maintain strong vendor relationships, and support cost-effective purchasing strategies, all while helping us deliver exceptional patient care.

Job Responsibilities:

1. Supports the philosophy, goals, and objectives of the Organization, and adheres to all established policies and procedures.
2. Maintains proper levels and timely distribution of inventory.
3. Establishes & maintains par levels.
4. Places orders through MedNet OASIS in accordance with Facility policies.
5. Ensures that items are marked as received in the inventory system appropriately immediately upon receipt and stored appropriately.
6. Ensures supplies are kept in correct places for operational needs.
7. Manages back-orders status, sources appropriate replacements when available.
8. Maintains security of the receiving area.
9. Maintains, adds new, archives, and completes annual review for updates of MSDS documents.
10. Manages relationships with all key suppliers.
11. Negotiates best pricing wherever possible.
12. Utilizes vendors who are GPO members when advantageous to the center.
13. Performs periodic vendor background screening including OIG with submission of documents to the Administrator.
14. Ensures sales reps provide receipts for implants and other materials provided on day of surgery and enters PO in inventory system same day.
15. Researches specialized supplies and equipment requested by the Medical Staff and approved by the Administrator or governing body to ensure high quality supplies and implants and best available pricing.
16. Meets with vendor representatives to review new items available and pricing changes.
17. Ensures quality, completeness, and accuracy of inventory record systems.
18. Ensures preference cards are up-to-date and accurate.
19. Ensures cases are depleted accurately and in a timely manner.
20. Assists Business Office team with submitting implant invoices to payors in a timely manner.
21. Maintains all relevant tracking logs, including equipment repair logs, maintenance logs, implant logs, etc.
22. Maintains records of current warranties and preventive maintenance requirements and contracts.
23. Maintains supplies and records for bio-hazardous waste management.
24. Manages recall documentation, ensuring all recalls are addressed according to instructions. Maintains recall log.
25. Reviews surgery schedule to ensure inventory and equipment required are in place.
26. Reviews surgery schedules to anticipate unusually high or low demand for supplies.
27. Communicates early with Administrator, Scheduler, and Physicians when cases will be impacted by back-ordered supplies.
28. Reports inventory or document discrepancies to Administrator and Business Office Manager for Compliance investigation.
29. Reviews all invoices for accuracy by completing three-way match of purchase order, packing slip, and invoices electronically in the inventory management system (MedNet OASIS), and resolves any discrepancies before invoices are sent for payment.
30. Ensures all invoices (supply and non-supply) are submitted for posting into the Accounts Payable system in a timely manner.
31. Assists with ensuring all invoices are posted to the correct General Ledger expense codes.
32. Assists with review of vendor statements to ensure all invoices and credits have been received and posted into the Accounts Payable system.
33. Leads annual inventory counts, ensuring accurate recording and valuation according to FIFO.
34. Assists in set-up of new equipment, scheduling preventative maintenance and repairs as needed.
35. Maintains and promotes professional competence through continuing education.
36. Contributes to the progress and development of the Quality Management Program.
37. Performs other duties as assigned.

Qualifications:

• 1–3 years of materials management experience required
• Four-year college degree, or high school diploma/GED with equivalent experience, required
• Proficiency in Microsoft Excel and Word
• Strong organizational and communication skills
• Working knowledge of medical terminology
• Experience with MedNet OASIS or similar ASC management software
• BLS certification
• Ability to lift/move up to 50 pounds and perform physically active job duties

Supervisory Responsibilities:

• This role directly supervises a Purchasing/Inventory Assistant.

The base salary for this position begins at $75,000, with the final offer determined based on the candidate's experience, skills, and qualifications.

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