POSITION DESCRIPTION:

The Anesthesia Logistics Coordinator is an operationally critical role responsible for the end-to-end management of anesthesia supplies, medications, and equipment across all Somnia client office locations. This individual will build and maintain inventory systems, drive proactive procurement practices, monitor equipment functionality, and evaluate expenditures to identify cost-saving opportunities. The ideal candidate brings deep knowledge of healthcare supply chain operations, exceptional organizational skills, and advanced proficiency with Microsoft 365, particularly SharePoint, to support scalable, data-driven logistics workflows. 

TRAVEL REQUIREMENTS:

This role requires regional and national travel to Somnia client office locations on a project and needs basis. Travel frequency will vary depending on site priorities, supply audits, equipment assessments, and onboarding of new locations. A valid driver's license and reliable transportation are required. This role will involve regional and national travel for new site start-ups as needed.

WORK ENVIRONMENT & SCHEDULE:

This is a hybrid role based out of Somnia Anesthesia's headquarters in Harrison, NY. The position requires a minimum of three (3) days per week on-site at headquarters, with the remainder of the schedule working remotely. On-site client visits are scheduled as needed and do not count toward the three-day on-site requirement. Standard business hours apply, with occasional flexibility required based on operational demands.

PHYSICAL REQUIREMENTS:

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

• Ability to lift, carry, and transport supply boxes and equipment weighing up to 50 lbs.
• Frequent sitting, standing, walking, and driving during site visits and headquarters-based workdays.
• Ability to bend, stoop, and reach when conducting inventory audits or setting up and breaking down equipment at client sites.
• Manual dexterity sufficient to handle medical supplies, operate equipment, and work with computer systems for extended periods.
• Valid driver's license and ability to operate a vehicle for regional travel to client locations.

COMPENSATION: $67,000 - $70,000/year. Benefit-eligible: Medical, dental, vision, basic life insurance. 401(k) with matching. Ancillary coverage available.

Employment is contingent upon completion of a background check, driving record review, and drug screen. 

RESPONSIBILITIES:

I. Inventory Management

• Maintain a centralized inventory tracking system for all anesthesia supplies and medications across client locations and headquarters, leveraging SharePoint and Microsoft 365 tools.
• Conduct regular inventory audits at multiple client sites (weekly, bi-weekly, or monthly as needed) to ensure accurate par levels and identify gaps or overstock situations.
• Track expiration dates of medications and supplies, ensuring timely replenishment and proper disposal of expired items.
• Develop and enforce standardized inventory protocols to promote consistency and accountability across all locations.
• Share inventory details, photos, and videos with providers prior to their first day at a facility and serve as a resource for clinical and equipment-related questions.
• Immediately escalate patient-specific care questions, medication dosing, and anesthesia management concerns to a licensed anesthesiologist or CRNA.
• Monitor and document temperatures of refrigerated medications and storage areas, including propofol, to ensure compliance with storage requirements.
• Interface with the scheduling coordinator daily to ensure physician supply needs are met, including urgent requests.

II. Procurement & Supply Chain

• Manage the full purchasing cycle for anesthesia supplies and medications, ensuring timely and accurate order placement with vendors and distributors.
• Proactively monitor stock levels to prevent last-minute supply shortfalls that could result in case delays or procedure cancellations.
• Establish and manage vendor relationships and identify alternative suppliers to ensure continuity and cost efficiency.
• Coordinate supply distribution to all client office locations in accordance with procedure schedules and clinical needs.
• Collaborate with the Director of Office-Based and Ambulatory Anesthesia to review state-specific guidelines and ensure compliance across all client locations.
• Support expansion into new markets by preparing inventory, equipment, and operational workflows for sites in development.

III. Equipment Management

• Ensure all anesthesia equipment at client offices and Somnia headquarters is properly maintained, calibrated, and in working order.
• Perform routine equipment checks and basic troubleshooting, escalating issues and coordinating repairs with biomedical or third-party vendors as needed.
• Schedule and coordinate preventive maintenance and inspections with service vendors.
• Track equipment lifecycle, warranties, and service histories, and recommend repairs or replacements as appropriate.
• Support setup and breakdown of equipment at client sites to ensure procedural readiness.
• Serve as the primary point of contact for equipment issues across all client sites, ensuring rapid resolution to prevent clinical disruption, both in person and remotely.

IV. Cost Management & Reporting

• Monitor supply and medication expenditures, identifying trends and opportunities for cost reduction without compromising quality or patient safety.
• Provide regular reports to the Director of Logistics on inventory levels, purchasing activity, equipment status, and spending metrics.

V. Technology & Systems

• Maintain SharePoint sites, lists, and documentation to support logistics tracking and cross-team visibility.
• Leverage Microsoft 365 tools, including Excel, Teams, Planner, and Power Automate, to streamline workflows, reporting, and communication.
• Identify and recommend technology improvements that enhance supply chain visibility and operational efficiency.

VI. Compliance & Confidentiality

• Responsible for the timely preparation, submission, renewal, and payment of all applications, registrations, certifications, reports, and filings required to maintain licensure and full regulatory compliance, including but not limited to the DEA (including ARCOS reporting), New York State Department of Pharmacy, New York State Department of Taxation and Finance, New York Health Commerce System (HCS), and Departments of Health in New York, New Jersey, and Connecticut, as well as any other applicable federal, state, or local regulatory authorities.
• Maintain strict compliance with HIPAA regulations and Somnia Anesthesia's confidentiality policies when accessing, handling, or transmitting patient-related information, clinical documentation, or sensitive operational data.

SKILLS/QUALIFICATIONS:

• Proficiency in Microsoft 365, with Excel and SharePoint required.
• Ability to effectively track inventory, place orders, and maintain accurate records required.
• Exceptional organizational and project management skills with the ability to manage multiple site relationships simultaneously required.
• Strong analytical skills with the ability to evaluate expenditure data and identify cost-saving strategies required.
• Excellent verbal and written communication skills, with comfort presenting to leadership and collaborating with clinical and administrative staff required.
• Familiarity with Power Automate, Power BI, or other Microsoft 365 automation and reporting tools preferred.

EDUCATION/EXPERIENCE:

• 2 to 5 years of healthcare experience with a focus on inventory and procurement operations required.
• Experience managing supplies and/or medications in a clinical, surgical, or ambulatory care setting required.
• Valid driver's license and willingness to travel to client locations as needed are required.
• Bachelor's Degree preferred.
• Certified Anesthesia Technician (Cer.A.T.) or Certified Anesthesia Technologist (Cert.A.T.T.) credential preferred.
• Experience in anesthesia, ambulatory surgery, or multi-site healthcare environments preferred.
• Experience with healthcare ERP or inventory management software platforms preferred.
• Basic knowledge of DEA and state regulations governing controlled substance tracking, storage, and documentation preferred.