Operations and Purchasing Coordinator

Heart City Health•Elkhart, IN

1d•Onsite

About The Position

The Operations and Purchasing Coordinator provides hands-on administrative, operational, purchasing and project support to ensure efficient, compliant, and patient centered clinic operations. This role coordinates day-to-day operations, manages purchasing and vendor processes, and independently leads operational projects that support clinic workflows and organizational priorities. This position does not include supervision of staff and instead relies on collaboration, influence, and strong project coordination skills to support clinical care delivery and operational effectiveness.

Requirements

Associate or bachelor’s degree in healthcare administration, business administration, supply chain, or a related field, or equivalent experience.
3–5 years of experience in healthcare administration, clinic operations, purchasing, mail coordination, or operational project support.
Experience handling confidential correspondence in a healthcare or regulated environment.
Demonstrated ability to manage projects and initiatives without supervisory authority.
Strong organizational and project management skills.
High attention to detail and confidentiality.
Excellent written and verbal communication abilities.
Ability to collaborate and influence outcomes without formal authority.
Ability to manage multiple priorities independently in a fast‑paced healthcare environment.
Proficiency with Microsoft Office and standard office technology.

Nice To Haves

Experience working in a primary care clinic, community health center, or outpatient healthcare setting.
Familiarity with procurement, inventory, and mail tracking systems.
Project management experience
Experience supporting grant funded or regulated purchasing and administrative environments.
Experience using electronic health record (EHR) and practice management systems.

Responsibilities

Coordinate purchasing office supplies, clinical support items, equipment, and services in accordance with clinic policies and budget guidelines.
Prepare and process purchase orders, requisitions, and related documentation.
Maintain inventory tracking systems and monitor supply levels to prevent shortages or over‑ordering.
Coordinate with vendors regarding pricing, availability, delivery schedules, invoicing, and issue resolution.
Assist leadership with vendor research, quote comparison, and cost-effective purchasing recommendations.
Ensure purchasing activities comply with organizational policies, grant requirements, and applicable procurement regulations.
Maintain purchasing records, contracts, and vendor files for audit and compliance purposes.
Assist with daily clinic operations, including scheduling coordination, workflow support, and administrative task management.
Help maintain clinic policies, procedures, and operational documentation.
Support clinic leadership with operational projects, process improvements, and special initiatives.
Develop project plans, timelines, and deliverables in collaboration with leadership and cross functional stakeholders.
Track project milestones, identify risks, and provide regular status updates to leadership.
Support implementation of new systems, workflows, or operational initiatives such as EHR enhancements, clinic expansions, or vendor transitions.
Coordinate all incoming and outgoing clinic mail, including sorting, logging, routing and timely distribution.
Provide administrative support such as data entry, document management, correspondence, and report preparation.
Support onboarding and training logistics for new staff, including scheduling and documentation.
Assist with company events, meeting coordination, agendas, and follow-up items
Partner with clinical, billing, compliance, finance, and operations teams to support seamless clinic operations.
Support front‑end revenue cycle workflows through accurate registration, insurance verification processes, and documentation standards.
Serve as a liaison across departments during operational initiatives, purchasing activities, or system changes.
Collect, organize, and analyze operational data to support reporting and decision making.
Assist with audits, site visits, grant reporting, and internal reviews.
Ensure Adherence to clinic policies, payer requirements, and regulatory standards.