Lead Supply Chain Associate

Job Overview:

The Lead Supply Chain Associate is responsible for overseeing the efficient and accurate coordination of supply chain activities, including receiving, documentation, inventory transaction management, and logistics coordination. This role ensures the timely movement, verification, and processing of all capital goods, services, and purchased items to support operational needs across the organization.

The Lead Supply Chain Associate serves as a key liaison between internal departments, suppliers, freight forwarders, and transportation partners. This position ensures full compliance with organizational standards, regulatory requirements, and financial guidelines. The associate is responsible for maintaining accurate records, ensuring invoice readiness for accounts payable, managing documentation systems, and facilitating customs processes such as duty exemption applications.

In alignment with the organization’s mission, vision, and corporate values, the Lead Supply Chain Associate plays a critical role in maintaining supply chain integrity, ensuring operational continuity, and supporting timely and cost-effective procurement and distribution activities.

Essential Functions:

• Promote the mission, vision, and corporate values of the organization.
• Verify receipt of all capital, services, and purchases, and make sure the transaction in the inventory system is complete.
• Provide invoices for payment to the accounts payable department. Ensure the files for payment are complete and accurate.
• Ensure all capital or load purchases received that require storage are labelled and logged to the correct storage location.
• Apply all associated invoices and receipt reports in Laserfiche and process them in an accurate and complete manner. (Within 3 working days).
• Coordinate transportation providers to ensure prompt and proper movement of shipments.
• Review order(s) and shipping documents to ensure accuracy.
• Communicate with suppliers and freight forwarders, and ensure the expected time of arrival is communicated to the requestor.
• Coordinate special shipping arrangements when necessary.
• Ensure all required documents are sent to the shipper/freight forwarder.
• Make an application for exemption of duty via the “Click to Clear” portal.
• Keep a log of all credit card transactions per period and provide as required to the Accounts Payable unit.
• Keep a record of logistic costs per period.
• Ensure there is a complete and accurate file of the movement of all incoming and outgoing items.
• Coordinate all reverse logistics.
• Document and report all shipping errors and track and resolve as needed or directed.
• Contribute to the overall day-to-day functioning of the department as requested by fellow associates, supervisor, and manager.
• Work with team members, supervisor(s), and manager(s) to develop plans to increase productivity within the department.

Non-Essential Functions:

• Perform other reasonable duties assigned

Qualifications and Experience:

• Minimum: Associate degree in business/health administration, supply chain management, or related field.
• Four (4) years’ experience in purchasing, warehousing & logistics
• Experience with medical/surgical supplies is a bonus.
• A knowledge of warehousing and inventory healthcare-related material-handling systems is a bonus.

Professional Requirements:

• Report to work on time and as scheduled.
• Wear an identification badge while on duty.
• Always represent the organization in a positive and professional manner.
• Comply with all organizational policies and standards regarding ethical business practices.
• Communicate the mission, vision, and values of the organization.
• Participate in performance improvement and continuous quality improvement activities.
• Maintain professional attire

Knowledge, Skills, and Abilities:

• Exceptional writing and administrative skills
• Able to work extended hours.
• Critical thinking skills
• Takes initiative, anticipates needs, and ensures consistent high-quality products and materials.
• Demonstrates ability to work independently.
• Adaptable to changing scenarios.
• Excellent organizational skills
• Excellent interpersonal skills
• Ability to work methodically, systematically, and with attention to detail.
• Ability to maintain a high degree of accuracy.
• Ability to work with tact and confidentiality