OBS admin assistant

Job Summary

We are seeking a highly organized Administrative Operations Assistant to manage the critical back-end logistics of our ophthalmology surgical center. This role is strictly focused on the "behind-the-scenes" supply chain, including the specialized procurement of Intraocular Lenses (IOLs), managing vendor invoices, and maintaining precise inventory records to ensure surgical readiness without direct patient interaction.

Key Responsibilities

• Specialized Lens Procurement: Place daily orders for Intraocular Lenses (IOLs) and specialty implants based on surgeon selections; track shipments to ensure availability for scheduled cases.
• Consignment Management: Monitor and reconcile consigned lens inventory; coordinate with manufacturers to swap out expiring products and document implanted devices for accurate billing.
• Financial & Invoice Processing: Manage the "three-way match" process (purchase order, packing slip, and invoice) for all surgical parts and supplies. Resolve pricing discrepancies with vendors before submitting to Accounts Payable.
• Inventory Control: Maintain PAR levels for surgical packs, medications, and office supplies. Conduct regular cycle counts and lead the semi-annual physical inventory audits.
• Vendor Liaison: Act as the primary point of contact for medical supply representatives and logistics providers regarding backorders, returns, and equipment maintenance contracts.
• Data Integrity: Ensure all received materials are accurately entered into the inventory management system (e.g., Envi, or Nextech) and filed per regulatory standards.

Required Qualifications

• Experience: 2+ years in an administrative support role, specifically in purchasing, bookkeeping, or materials management. Previous experience in a surgical or clinical "back-office" environment is preferred.
• Technical Skills: Advanced proficiency in Microsoft Excel (for tracking and reporting) and experience with inventory management or ERP systems.
• Analytical Ability: Strong mathematical skills for calculating order quantities, verifying invoice totals, and identifying budget variances.
• Detail Orientation: Extreme accuracy in tracking serial and lot numbers for medical device implants.

Key Skills & Competencies

• Autonomy: Ability to manage complex ordering schedules and deadlines with minimal supervision.
• Organizational Prowess: Systematic approach to filing digital and physical financial records.
• Problem-Solving: Proactively addressing supply shortages or shipping delays to prevent surgical cancellations.

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person