Job DescriptionJob Description
MATERIALS MANAGER
Spine Sports Surgery Center LLC, Bascom Surgery Center DBA
POSITION SUMMARY
The Materials Manager is responsible for the overall management of supplies, equipment, implants, medications, purchasing, inventory control, vendor relations, and invoice processing for the Ambulatory Surgery Center (ASC). This position plays a critical role in ensuring that all surgical and clinical departments have the necessary supplies, equipment, and implants available to provide safe, efficient, and cost-effective patient care.
The Materials Manager works closely with multiple surgeons, anesthesia providers, nursing leadership, clinical staff, vendors, distributors, and administrative personnel to anticipate supply needs, maintain surgeon preferences, manage costs, resolve supply issues, and support the efficient operation of the ASC.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Surgeon Relationship Management and Case Coordination
Build, develop, and maintain professional working relationships with multiple surgeons and their office staff.Communicate directly with surgeons regarding surgical supply, equipment, implant, and instrumentation needs.Obtain, review, maintain, and update surgeon preference cards to ensure accurate supplies and equipment are available for scheduled procedures.Anticipate surgeon-specific needs and proactively address supply or equipment concerns before the date of surgery.Coordinate the introduction of new surgeons and surgical specialties into the ASC, including obtaining preference cards, identifying required equipment and supplies, coordinating vendor support, and assisting with implementation.Work collaboratively with the surgical scheduling and clinical teams to review upcoming cases and identify special-order supplies, implants, equipment, instrumentation, and vendor support requirements.Respond promptly and professionally to surgeon concerns regarding products, supplies, implants, equipment, and vendor services.Maintain effective communication while balancing surgeon preferences with facility standardization, patient safety, contractual obligations, and cost-containment initiatives.
Vendor Relationship Management
Build and maintain effective professional relationships with multiple vendors, manufacturers, distributors, and service providers.Serve as the primary point of contact for vendor representatives regarding supplies, implants, equipment, pricing, product availability, and service issues.Negotiate pricing, purchasing agreements, contracts, and service arrangements when appropriate and within the authority granted by ASC leadership.Obtain competitive quotes and evaluate products and vendors based on cost, quality, reliability, service, and clinical requirements.Coordinate vendor representatives for surgical procedures requiring specialized implants, equipment, instrumentation, or technical support.Ensure vendors comply with facility policies, credentialing requirements, infection prevention practices, and applicable regulatory requirements.Address vendor performance issues, backorders, product substitutions, recalls, damaged products, and delivery discrepancies.Evaluate opportunities to consolidate vendors and standardize products to improve purchasing efficiency and reduce costs.
Purchasing and Inventory Management
Manage the purchasing of medical, surgical, pharmaceutical, office, and operational supplies for the ASC.Maintain appropriate par levels based on procedure volume, surgeon preferences, utilization patterns, lead times, and available storage space.Monitor inventory levels and ensure essential supplies are available without maintaining excessive inventory.Review upcoming surgical schedules to anticipate supply, implant, equipment, and instrumentation requirements.Place routine, special, and emergency orders as necessary.Monitor backorders and supply chain disruptions and communicate potential operational impacts to appropriate leadership and clinical staff.Identify clinically appropriate substitute products when standard items are unavailable.Maintain organized and secure storage areas in accordance with manufacturer requirements and applicable regulatory standards.Ensure supplies are properly rotated using First Expire, First Out (FEFO) practices.Monitor product expiration dates and coordinate the removal, return, exchange, or appropriate disposition of expired or soon-to-expire products.Conduct routine physical inventory counts and reconcile discrepancies.Monitor consignment inventory and ensure accurate documentation and reconciliation of consigned products and implants.Participate in annual and periodic inventory counts as required by the facility.
Invoice Management and Accounts Payable Coordination
Manage the timely review, reconciliation, and processing of invoices related to supplies, implants, equipment, services, and vendor purchases.Verify invoices against purchase orders, packing slips, receiving documentation, contracts, and agreed-upon pricing.Identify and resolve discrepancies involving pricing, quantities, duplicate charges, credits, freight charges, taxes, and products not received.Communicate with vendors regarding incorrect invoices, missing credits, disputed charges, and other billing concerns.Coordinate with the Administrator, Business Office, Accounting Department, and Accounts Payable personnel to ensure invoices are approved and processed within required timeframes.Maintain accurate documentation of purchase orders, invoices, credits, returns, and vendor communications.Track outstanding invoices and ensure vendor accounts remain current and in good standing.Review implant and high-cost supply invoices for accuracy and appropriate patient or case allocation.Assist with matching implant and supply costs to individual surgical cases when required for accurate case costing and reimbursement analysis.
Cost Management and Financial Accountability
Monitor supply expenses and identify opportunities to reduce costs without compromising patient safety or quality of care.Analyze supply utilization, purchasing patterns, pricing changes, and vendor performance.Monitor high-cost supplies and implants and communicate significant cost variances to ASC leadership.Assist with the development and management of the annual supply and equipment budget.Provide reports regarding supply expenses, inventory levels, cost savings, vendor performance, and purchasing trends as requested.Participate in product standardization and value analysis initiatives.Identify opportunities for bulk purchasing, contract pricing, rebates, credits, product conversions, and other cost-saving strategies.Support leadership in evaluating the financial impact of adding new surgeons, procedures, equipment, implants, and service lines.Maintain accurate cost information to support procedure costing, chargemaster accuracy, and financial analysis.
Receiving and Distribution
Oversee the receiving, inspection, documentation, and distribution of supplies and equipment.Verify deliveries against purchase orders and packing slips.Ensure products received are accurate, undamaged, and within acceptable expiration parameters.Coordinate the prompt delivery of supplies to appropriate clinical and operational areas.Maintain documentation for returned, damaged, recalled, or incorrectly shipped products.Coordinate the return of products and ensure appropriate credits are received.
Regulatory Compliance and Patient Safety
Ensure materials management practices comply with facility policies, manufacturer instructions, infection prevention standards, and applicable federal, state, accreditation, and regulatory requirements.Participate in regulatory surveys, accreditation inspections, and facility audits as requested.Maintain accurate documentation related to inventory management, product recalls, expiration dates, vendor credentialing, and purchasing activities.Coordinate product recall notifications and ensure affected products are promptly identified, removed from service, quarantined when appropriate, and documented.Support emergency preparedness activities by maintaining appropriate emergency supplies and monitoring expiration dates.Maintain clean, organized, secure, and survey-ready supply storage areas.Immediately report identified safety concerns, product defects, supply shortages, or compliance issues to appropriate leadership.
Equipment and Capital Purchases
Assist leadership with evaluating and purchasing medical equipment and capital items.Obtain quotes and compare pricing, warranties, service agreements, maintenance requirements, and total cost of ownership.Coordinate equipment delivery, installation, staff training, and implementation as appropriate.Maintain documentation related to equipment purchases, warranties, service agreements, and vendor contacts.Assist with planning for equipment replacement and future capital needs.
Leadership and Communication
Communicate effectively with surgeons, clinical staff, administration, business office personnel, vendors, and other departments.Attend staff meetings, operational meetings, and leadership meetings as requested.Provide education and communication to staff regarding new products, supply changes, substitutions, shortages, recalls, and purchasing processes.Promote accountability for responsible supply utilization and cost containment.Assist in developing and maintaining materials management policies, procedures, and workflows.Participate in performance improvement and quality improvement initiatives related to supply management, inventory control, cost containment, and operational efficiency.Demonstrate professionalism, reliability, initiative, sound judgment, and effective problem-solving skills.
REQUIRED QUALIFICATIONS
High school diploma or equivalent required.Associate or bachelor’s degree in Business Administration, Supply Chain Management, Healthcare Administration, Materials Management, or a related field preferred.Previous experience in healthcare materials management, purchasing, supply chain operations, surgical services, or an Ambulatory Surgery Center preferred.Experience working with surgical supplies, implants, medical equipment, and physician preference items strongly preferred.Experience managing vendor relationships, purchase orders, invoices, and inventory control processes preferred.Proficiency with inventory management systems, purchasing systems, Microsoft Office applications, and electronic healthcare systems.Strong organizational, communication, negotiation, and problem-solving skills.Ability to manage multiple priorities, surgeons, vendors, deadlines, and operational needs in a fast-paced surgical environment.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of ASC operations and surgical supply chain management.Knowledge of surgical supplies, implants, equipment, and instrumentation.Strong relationship-building skills with surgeons, vendors, and multidisciplinary staff.Strong purchasing, negotiation, and vendor management skills.Ability to review and reconcile invoices and identify pricing or billing discrepancies.Ability to analyze purchasing data, inventory levels, supply utilization, and cost trends.Strong attention to detail and financial accountability.Ability to anticipate operational needs and proactively resolve supply chain issues.Ability to maintain confidentiality and exercise sound professional judgment.Ability to work independently while collaborating effectively with clinical and administrative leadership.
PHYSICAL REQUIREMENTS
Ability to stand, walk, bend, reach, and perform physical activities associated with receiving, storing, and distributing supplies.Ability to lift and move boxes, supplies, and equipment in accordance with facility policies and applicable safety requirements.Ability to work throughout clinical, administrative, storage, and receiving areas of the facility.
PERFORMANCE EXPECTATIONS
The Materials Manager is expected to:
Maintain adequate inventory levels while minimizing waste and unnecessary expenses.Ensure required supplies, implants, instrumentation, and equipment are available for scheduled surgical procedures.Develop and maintain positive, professional relationships with surgeons and vendors.Maintain accurate purchasing, inventory, invoice, and receiving documentation.Process and resolve invoices and vendor discrepancies in a timely manner.Identify and implement cost-saving opportunities.Maintain organized, compliant, and survey-ready supply areas.Communicate proactively regarding supply shortages, backorders, cost increases, product changes, and operational concerns.Support the ASC’s commitment to patient safety, regulatory compliance, operational efficiency, quality improvement, and financial responsibility.Company DescriptionBascom Surgery Center, Spine Sports Surgery Center, LLC is a new state-of-the-art facility. This position will be able to assist in setting up the 2 ORs with an eye for efficiency and safety.Company DescriptionBascom Surgery Center, Spine Sports Surgery Center, LLC is a new state-of-the-art facility. This position will be able to assist in setting up the 2 ORs with an eye for efficiency and safety.
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