Set Sourcing Specialist I

Why Orthofix?

Guided by our organizational values – Take Ownership | Innovate Boldly | Win Together – we collaborate closely with world-class surgeons and other partners to improve people’s quality of life. At Orthofix, we want team members who build relationships and share knowledge, challenge the status quo, and deliver results every day to help us achieve our vision to be the unrivaled partner in Med Tech.  

Our global team of over 1,600 employees brings to market highly innovative, cost-effective, and user-friendly medical technologies that heal musculoskeletal pathologies for patients and the healthcare professionals who treat them. Looking to change people’s lives? Look no further.

How you'll make a difference?

The Set Sourcing Specialist will provide logistical support to all sales representatives for inventory requests. Focus will be on complete inventory management based on providing instrumentation and implants needed to support surgeries. Duties will include order fulfillment through the related administrative duties to source, enter, ship, track, and expedite orders with investigation into any delivery delays. The Set Sourcing Specialist will also track inventory returned for the reconciliation of sets after usage and manage any discrepancies. Routine review of transactional details will be required to maintain accuracy, service, and quality standards and to meet service level agreement targets.

What will your duties and responsibilities be?

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

• Answers departmental inbound calls from various audiences, responding or transferring with courtesy and professionalism

• Fields and responds promptly and professionally to departmental and personal inbox email inquiries

• Manages assigned Distributor partner accounts for inventory, equipping them to meet both revenue objectives and growth opportunities in their geographically assigned area

• Evaluates all loaner and consignment inventory requests, proactively confirming and communicating all set/part needs for the Distributor Sales Rep prior to shipment

• Coordinates consignment and loaner set sourcing requests to ensure on-time, accurate and complete delivery to meet cases

• Updates distributors and sales representatives regularly on status of inventory orders

• Optimizes circulation of loaner pool inventory to meet surgery needs

• Provides courier coordination for priority loaner inventory requests with consideration to travel time and sterilization window requirements

• Processes rebooks, field transfers, expedited requests and related transactions as required

• Restocks loaner field inventory only as necessary for additionally booked surgeries

• Works with Asset Management team to locate product in the field for scheduled cases when stock-outs occur at the distribution center

• Manages open order lines, including backorders, for appropriate disposition and follow up communication with Distributors, Planners, and Customers as required

• Logs field complaints in a timely manner as per regulatory requirements

• Establishes and maintains outstanding relationship with distributors and regional sales managers

• Routes escalations through appropriate functional and/or managerial tiers for resolution

• Communicates clearly and professionally with all levels of leadership and cross functional teams, including Sales, Marketing, Operations and Asset Management

• Processes additional transactions and return authorization requests as needed

• Maintains team logs and data on distributor, customers and product information in compliance with departmental standards and Quality controls

• Collaborates with the Asset Management team to ensure proper communication to the field regarding set requests that will not be fulfilled

• Maintains proper documentation of all inventory orders received by email, phone or other sources, proactively ensuring duplicate inventory orders are minimized

• Participates in on-call coverage within the regular monthly cadence, including weekends, holidays and emergency coverage

• Meets departmental Key Performance Indicators and Metrics within Quality standards

• Develops and maintains a basic, working knowledge of all product lines

• Interfaces effectively and professionally with both internal partner and external partners, building stable working relationships

• Applies company policy and procedure to resolve routine issues

• Completes all compliance and department related courses on time

• Attends all departmental and company-wide meetings

• Adheres to daily scheduled shift for departmental coverage

• Performs additional tasks as assigned by supervisor

What skills and experience will you need?

• High School diploma or equivalent required

• 0-1 years customer service experience

• Mastery of the English language with strong and effective communication skills, verbally and in written correspondence

• Strong proficiency with Microsoft Office, specifically Excel and Word

• Demonstrated ability to prioritize and manage goals and initiatives amidst competing priorities

• Critical thinker with strong attention to detail, and ability to problem solve and establish solutions in a high-growth and fast-pace environment

What qualifications are preferred?

• Bachelor’s degree

• 1+ years of experience in field inventory support and customer service preferred

• Knowledge of ERP (Oracle) and Surgical Scheduling/Field Inventory Management applications

• Knowledge of anatomy and medical terminology

PHYSICAL DEMANDS AND WORK CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit for extended periods of time

• Occasionally required to stand, walk and use business equipment daily such as PC, copier, fax, telephone, etc.

• Occasionally required to reach overhead, bend, and lift objects of up to 20 lbs.

• Eyesight and hearing must be correctable to standard levels

The anticipated base hourly rate for an employee who is located in California this position is $25.17 to $28.09 per hour, plus bonus, and benefits. The final pay offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience within the job, the type and years of experience within the industry, education, etc. The Company is a multi-state employer and this pay scale may not reflect the pay scale for an employee who works in other states or locations.

DISCLAIMER

The duties listed above are intended only as representation of the essential functions of this position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change at the sole discretion of the employer. Nothing in this document alters an employee’s at-will employment status.

We are committed to providing equal employment opportunities to all employees and applicants without regard to race (including traits historically associated with race, such as hair texture and protective hairstyles, including braids, locks, and twists), ethnicity, religion, religious creed (including religious dress and grooming practices), color, caste, sex (including childbirth, breast feeding, and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age (40 and over), protected medical condition (including cancer and genetic conditions), genetic information, disability (mental and physical), reproductive health decision-making, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, or any other protected status in accordance with all applicable federal, state, and local laws.

This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.