Purchasing Manager

Reports To: Controller

Summary: The Purchasing Manager is responsible for managing the procurement of goods and services needed to support the operations of Maplewood Senior Living communities, Inspir, and the Home Office. This individual will work closely with department heads, the operations and accounting teams, and external vendors to ensure timely, cost-effective, and high-quality purchasing decisions. This role will also support vendor management, inventory oversight, and contract review to promote consistency and efficiency across the organization.

Essential Functions:

Procurement Management

• Execute the procurement process, education and strategy throughout the portfolio, in accordance with Maplewoods procedures, policies, and cost saving objectives
• Responsible for all phases of the proposal process for RFPs; project management from qualification to completion and delivery.
• Facilitate the evaluation and vendor negotiation process to promote standardization of goods and services across the portfolio.
• Develop vendor management principles and execute across all functional areas.
• Lead communication aspects of proposal, including scheduling and vetting calls and delivering timelines with list of action items to all appropriate Executive Leaders.
• Identify purchasing inefficiencies and resolve issues to optimize procurement operations.
• Evaluate trends in purchasing data, identifying opportunities for cost reduction and process improvement.
• Make independent, data-driven decisions to enhance purchasing efficiency while maintaining high-quality standards.
• Maintain strong relationships with vendors and suppliers to assist in ensuring responsiveness and reliability
• Collaborate with operations, and accounting teams to ensure strategy specific content is complete, accurate, and timely.

Contract, Insurance, and Risk Management

• Diligently review proposals and supplier agreements to identify inconsistencies, hidden fees, or unfavorable terms.
• Initiate all contract negotiations while collaboratively working with Legal team to conclude agreed upon contract parameters, deliverables and key performance indicators to mitigate potential liabilities in procurement contracts and agreements.
• Effectively ensure that contract terms, conditions, and pricing structures are properly documented and followed.
• Work closely with legal and compliance teams to ensure contracts adhere to regulatory and company policies, and identify red flags or potential discrepancies in purchasing agreements to proactively address potential purchasing risks
• Develop a thorough understanding of Commercial General Liability (CGL) insurance and certificates of insurance to ensure vendors meet compliance requirements.
• Monitor and enforce vendor compliance with contractual liability requirements, ensuring necessary insurance coverage is in place.
• Maintain and organize records of contracts, agreements, and procurement activities to properly maintain accountability and transparency

Inventory & Operational Oversight

• Train and support community staff in managing inventory levels and procurement best practices.
• Ensure purchasing processes align with budgetary goals and operational requirements.
• Utilize DSSI (Direct Supply) software to streamline purchasing and monitor procurement trends.
• Establish strong, collaborative relationships with key department head leaders to strategically develop, implement and optimize vendor management processes, tools and policies to achieve performance objectives.
• Level reviewer within invoice workflow, ensuring expenses are approved and within budgets.
• Manage any necessary supply inventory at off-site location(s) including tracking of PPE and infection control inventory from the communities and maintaining inventory at off-site location(s). Coordinate logistics for dissemination/distribution of supplies to communities as needed.
• Other related duties, as required.

Education/Experience/Licensure/Certification

• Associates or Bachelors degree in Supply Chain Management, Business Administration, or a related field.
• Minimum 3 years of progressive purchasing or sourcing experience in a mid- to large-size organization.
• Experience in the healthcare or senior living industry strongly preferred (5+ years).
• Strong analytical skills and attention to detail in reviewing contracts and purchasing trends.
• Ability to make sound decisions and prioritize competing demands in a fast-paced environment.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint); experience with DSSI or similar purchasing software preferred.
• NAPM (APP, CPM) or APICS (CPIM, CIRM) certifications are a plus.
• Excellent verbal and written communication skills.
• Strong project management and organizational skills.
• Independent thinker and problem solver.
• Comfortable managing multiple priorities with competing deadlines.
• Collaborative, team-oriented mindset with the ability to work across departments.
• Driven, resourceful, and committed to continuous improvement.

Working Conditions :

• Office environment with a standard workweek, though longer hours might be required during end-of-month, quarterly, and annual reporting periods.
• May involve occasional travel for company events, meetings, or professional development.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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