Purchasing & Inventory Coordinator

Reporting to the Manager, Purchasing and Inventory, this position is vital for supporting all business units with adequate inventory. The Purchasing and Inventory Management Coordinator ensures the uninterrupted supply of inventory in a fast-paced, growing company with seven-day operations. This role is responsible for managing accurate inventory levels, overseeing procurement, leading annual inventory counts, and coordinating with suppliers. This position collaborates with cross-functional teams for Quality Management Reviews and utilizes NAVISION for inventory monitoring.

Duties And Responsibilities

• Demonstrate proficiency in the Warehouse Management System (WMS) and adhere to its protocols for all warehouse activities.
• Oversee the procurement of medical supplies, drugs, and equipment for all BSRX divisions by placing purchase orders with vendors and following up to communicate updates with internal stakeholders.
• Lead and coordinate the annual inventory count in collaboration with relevant stakeholders.
• Manage Quarterly Business Reviews (QBR) with suppliers to assess performance and address any issues.
• Collaborate with cross-functional teams to complete Quality Management Reviews (QMR), including conducting root cause analyses.
• Generate purchase orders using NAVISION based on demand forecasts, lead times, reorder quantities, available storage capacity, and usage rates.
• Establish, monitor, and adjust safety stock levels, lead times, delivery schedules, and order quantities through statistical analysis, MRP reporting, and physical inventory checks.
• Track the movement of supplies and materials between departments and subcontractors, expedite orders when necessary, and coordinate issue resolution with suppliers and internal teams.
• Maintain and organize inventory levels, adjusting as needed during periods of significant volume change.
• Prepare Purchase Requisition Orders for materials, equipment, drugs, and supplies.
• Compile and maintain reports and records for items ordered and received.
• Collaborate with the warehouse team on receiving, picking, kitting, and logistics, while documenting internal processes with staff and management.
• Coordinate the flow of supplies and transfer orders to subcontractors.
• Work with NDC to source substitute items and kitting components for production.
• Prepare and analyze spreadsheets and reports related to the Warehouse Management System.
• Identify potential inventory shortages or expiration dates through reports and take appropriate action.
• Manage and adjust kit levels as required.
• Participate in cycle counts and inventory audits as necessary.
• Regularly audit and count kit stock levels, investigate discrepancies, and communicate findings to relevant stakeholders.
• Ensure that production and sales orders accurately reflect changes in stock levels.
• Perform daily receiving and picking duties as part of routine operations with Dex wholesaler.
• Engage in ongoing internal and/or external continuing education activities and adhere to Bayshore policies and procedures.
• Prepare Inventory Adjustment Requests for approval and forward them to NDC for processing.
• Conduct daily, weekly, and monthly inventory reconciliations to ensure stock accuracy.
• Participate in quality initiatives and continuous improvement efforts in alignment with the company's Quality Management System.
• Contribute to process improvements and other initiatives to enhance business operations.
• Willingness to work for extended periods in cold environments (walk-in coolers) while handling and packaging pharmaceutical products.
• Ability to maintain focus, attention to detail, and adherence to GMP or applicable regulatory guidelines, while working in temperature-controlled settings.
• Physical stamina to handle repetitive tasks in cooler conditions, including the use of appropriate PPE.
• Other duties as assigned.

Work Location

Markham, ON. Bayshore Specialty RX

Job Qualification

Education and Experience

• Minimum College diploma or general education degree (GED). A minimum of one year of experience in customer service, data entry, activity coordination, and administrative support functions.
• Practical experience in procurement, including placing purchase orders, managing inventory, and following up with vendors.
• Strong computer skills, particularly in Microsoft Office applications, especially Excel, with the ability to learn and utilize various internal software systems such as NAV, Citrix, and WMS.
• Proven ability to thrive in a fast-paced work environment.

Physical Demands

• The employee is regularly required to use hands and fingers for various tasks.
• The employee frequently needs to communicate verbally and listen attentively.
• The employee is required to stand, bend, walk, stoop, and sit as part of their duties.
• This position requires specific vision abilities, including close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
• The ability to lift up to 50 lbs is necessary for this role, and employees must inform their supervisor of any health issues that may affect their lifting capacity.

Work Environment

• The employee is required to work in a refrigerated environment on a daily basis.
• The employee may be exposed to toxic or caustic chemicals.
• The noise level in the work environment is generally moderate.
• The employee may occasionally encounter fumes or airborne particles.
• Weekend and evening shifts may be necessary.
• Familiarity with Good Manufacturing (GMP) or applicable Regulatory Guidelines, particularly regarding temperature-controlled storage and handling of pharmaceutical products.