Key Responsibilities
Team Leadership & Management
Manage, mentor, and develop a team of Sales Administrators, Service Coordinators, and stock/inventory support personnel
Set clear KPIs, monitor performance, and conduct regular reviews
Foster a collaborative, accountable, and customer-focused team culture
Coordinate workloads and ensure adequate coverage across all operational functions
Support ongoing training and development to improve operational and stock management processes
Operational Coordination
Oversee order processing from quotation through to delivery, installation, and invoicing
Ensure efficient scheduling of installations, maintenance, and service visits
Coordinate closely with logistics, warehouse, and field service teams to ensure product availability and timely delivery
Act as escalation point for operational issues impacting customers or internal teams
Identify and implement process improvements to enhance operational efficiency and service quality
Stock Control & Inventory Management
Take ownership of stock control processes for medical equipment, spare parts, and consumables
Monitor inventory levels to ensure optimal stock availability while minimising excess or obsolete stock
Oversee goods-in/goods-out processes and ensure accurate stock reconciliation
Conduct regular stock audits and cycle counts to maintain inventory accuracy
Investigate and resolve stock discrepancies, shortages, or inventory issues
Work closely with procurement and suppliers to manage lead times and stock replenishment
Ensure accurate tracking of loan equipment, demo stock, and field-based inventory
Maintain inventory records within CRM/ERP systems and ensure data integrity
Develop reporting on stock movement, stock ageing, inventory value, and stock performance metrics
Support forecasting and demand planning activities based on sales and service requirements
Customer & Stakeholder Management
Maintain strong relationships with key hospital clients across public and private sectors
Ensure high standards of customer service and timely communication
Liaise with sales, logistics, procurement, warehouse, and technical teams to ensure seamless operational delivery
Handle escalations and resolve complex customer or supply-related issues
Support customer expectations around product availability and delivery timelines
Compliance & Documentation
Ensure adherence to healthcare regulations, procurement frameworks, and company policies
Maintain accurate records relating to orders, inventory, service logs, contracts, and compliance documentation
Ensure traceability of medical devices and stock in line with regulatory requirements
Support audits, quality assurance activities, and inventory compliance reviews
Systems & Reporting
Oversee effective use of CRM/ERP systems for order processing, inventory tracking, and service scheduling
Generate regular reports on operational and stock-related KPIs including:
Stock accuracy
Inventory turnover
Order turnaround times
Service SLA adherence
Backorder levels
Stock valuation
Use operational and inventory data insights to drive continuous improvement initiatives
Financial & Commercial Support
Support pricing, quotations, and tender submissions
Monitor order margins, inventory holding costs, service costs, and operational efficiency
Assist with budgeting and forecasting for administrative, service, and stock functions
Identify opportunities to reduce waste, improve stock utilisation, and optimise purchasing processes
Key Skills & Experience
Essential
Proven experience in office, operations, or inventory/stock management
Experience managing administrative, coordination, or warehouse/stock teams
Strong understanding of stock control and inventory management principles
Excellent organisational and multitasking abilities
Strong communication and stakeholder management skills
Experience working with CRM/ERP systems and inventory management software
High attention to detail with strong analytical and problem-solving capability
Desirable
Experience in healthcare, medical devices, or hospital supply environments
Familiarity with public sector procurement processes in Ireland
Understanding of service coordination or field service operations
Knowledge of healthcare regulatory or compliance requirements
Experience managing technical inventory, spare parts, or regulated products
Personal Attributes
Strong leadership presence with a hands-on approach
Calm under pressure and able to manage competing priorities
Process-driven with a continuous improvement mindset
Commercially aware with strong operational focus
Customer-focused with a commitment to service excellence
Highly organised with strong attention to detail and inventory accuracy
Key Performance Indicators (KPIs)
Order processing accuracy and turnaround time
Inventory accuracy and stock reconciliation results
Stock availability and backorder reduction
Inventory turnover and stock ageing performance
Service response and resolution times (SLA adherence)
Customer satisfaction levels
Team performance and engagement
Process efficiency and cost-saving improvements
Reduction in stock discrepancies and inventory losses
#J-18808-Ljbffr