The Project Coordinator is responsible for the coordination and validation of pricing and program compliance under FFF’s Vaccine programs and Inventory Management Programs with manufacturers and GPO’s.
The position requires a self-starter who is able to interact with all levels of staff in a fast-paced dynamic work environment. The position requires someone who is adept at multi-tasking, time management and problem solving.
This position requires direct interface with Sales, Customer Service, Sales Operations, Finance, Product Management and Business Development Management as well as suppliers and GPO’s. Must be able to communicate professionally and effectively to resolve issues.
Essential Functions and Duties
Serves as the main point of contact between the GPO and FFF, ensuring professional communication in a timely manner to resolve all issues under the assigned programs.
Work with Sales Ops to develop members lists required under the programs and as necessary request an update to customer identifiers.
Maintain and audit listings ensuring adherence to the contract pricing, terms and customer eligibility.
Strive for 100% pricing accuracy to all members under the program through; validation of pricing and contract connections thru the suppliers website, working with P/C on contract eligibility, soliciting support from the Product Manager and/or Supplier as required.
Work with Sales and internal personnel to communicate pricing changes, individual customer pricing and contract eligibility with assigned suppliers.
Review reports as required to identify credit holds and license issues and work with financial services to resolve all issues prior to customers order release date.
Coordinate all updates required under inventory management programs including; updating the weekly product tracker, reporting increased inventory requirements to the PM Team and when approved communicating the updates to procurement, updating member lists as required, updating allocation quantities as required.
Review inventory reports on a daily basis ensuring all products under the program are maintained at the established days on hand (DOH) required under the program.
Work with BI Team or other IT members and the PM team to ensure reporting accuracy and to develop report improvements as required under the programs. Ensure timely delivery of all reports as required under the program.
Provide quarterly analysis of commitments vs. actual purchases for all products under the inventory management program.
Regularly validate BioSupply accuracy for all inventory management programs ensuring that allocations are accurate and appear appropriately on the website. Trouble shoot BioSupply issues working with IT as required to resolve site issues.
Validate accuracy of MFV information and work with IT to resolve issues as required under the program.
Update and maintain special program SOP’s as required.
Regularly review FDA and other websites for updated information on products in a shortage position, reporting information to the PM Team.
Attend all operational meetings and propose improvements as needed. Responsible for clearly communicating challenges and issues verbally, electronically or by phone and able to evaluate potential problems and technical issues and develop solutions.
Notify the appropriate individual(s) of impending expiration dates relating to pricing. Run reports on a monthly basis to identify products and pricing about to expire. Work with P/C team to determine if the contract will be renewed or replaced.
Assist with preparation of sales communications under assigned programs.
Continuously strive to improve processes, service quality to internal and external customers.
Work to identify and implement efficiencies through process improvements and/or systems enhancements. Assist with testing of new SAP programs as required.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the Company. Immediately report any concerns or violations.
Other duties as assigned.
Customer contracts 200
Vendor contracts 100
Item Master 9000
Education, Knowledge, Skills and Experience
High school diploma or equivalent required.
Required Knowledge, Skills and Abilities:
Ability to communicate professionally and effectively with internal/external customers/management at all levels; must have strong analytical skills and accuracy and diligence to the task at hand. Must work with minimal supervision and direction, be proficient in Microsoft Word and Excel and have the desire and ability to take on new responsibilities and tasks. The Pricing/Contracts Vaccine Coordinator must have the understanding of and ability to work independently and within a team and make decisions based on the guidelines of the job description and able to recommend solutions to a wide variety of problems.
Represent the Company in a professional manner and appearance at all times.
Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and; respect the diversity of our work force in actions, words, and deeds.
Minimum one (1) year in contract administration or directly related experience within a wholesale/distributor company. Prior experience in a company that distributed medical products is preferred. Experience in Finance, Marketing, Contract Management or Materials Management is desirable.
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The employee occasionally lifts up to 20 lbs. and occasionally kneels and bends. Working condition include normal office setting.
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
FFF Enterprises is an EEO/AAP employer; all business decisions (employment, promotions, compensation, etc.) are made without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status. FFF Enterprises promotes an equal employment opportunity workplace which includes reasonable accommodation consideration of otherwise qualified disabled.
The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.
The undersigned employee acknowledges receipt of the Job Description for the employee’s position and understands the essential functions, responsibilities and qualifications of the position. Furthermore, the employee acknowledges that this Job Description does not include all of the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.
About FFF Enterprises, Inc and Nufactor Specialty Pharmacy
FFF Enterprises is the nations must trusted specialty distributor of plasma products, vaccines, biosimilars, and other specialty biopharmaceuticals and pharmaceuticals. Our partners include the largest and most influential GPO’s, servicing over 80% of United States hospitals and supplying the nations leading non-acute care sites. Our unprecedented programs unite manufacturers, GPO’s and hospital partners, resulting in cost-containment and more access to common and uncommon products.
Nufactor is the specialty pharmacy subsidiary of FFF Enterprises. It is dedicated to the chronic illness community, providing specialty products, in home infusions, and individualize patient care on a daily basis. Some of the services include 24/7 on call pharmacists, 24/7 on call infusion experts, Nursing services, patient and physician educational programs, patient advocates, and administrative services.