Job Description

ISTA Personnel Solutions is a fast-growing BPO company providing dedicated operational support to U.S.-based healthcare teams. Unlike a recruitment agency, we act as an extension of our clients' teams, delivering reliable, detail-driven support within healthcare operations.
We are seeking a Procurement & Vendor Coordinator to manage day-to-day purchasing and procurement workflows for U.S.-based healthcare facilities. This operational role is focused on administration, coordination, and accurate processing of purchase orders, invoices, and vendor-related tasks to ensure compliance and timeliness.
This role is ideal for candidates who are highly organised, process-focused, and comfortable following structured systems and approval frameworks. It is well-suited to someone who enjoys working behind the scenes, managing details, and keeping operations running smoothly in a fast-paced healthcare setting.
PLEASE NOTE:

• Working Hours: Monday - Friday, 9:00 AM - 6:00 PM EST

(4:00 PM - 1:00 AM South African Time; subject to change due to daylight savings or operational requirements) * Work Environment: Fully remote

• Public Holidays: Required to work on both South African and U.S. public holidays

(South African public holidays compensated in accordance with the BCEA) * Internet Requirement: Fixed fibre line with a minimum speed of 25 Mbps (upload & download) and a wired Ethernet connection

• Power Backup: A reliable power backup solution is mandatory due to load shedding

Key Responsibilities

• Capture, review, and process purchase requests in internal procurement systems
• Verify orders for budget alignment and required approvals prior to processing
• Coordinate with vendors and healthcare facilities regarding order status, deliveries, and timelines
• Follow up on back orders and assist with sourcing approved non-catalogue items
• Track rental and equipment items, ensuring timely returns
• Process supplier invoices and accurately match them to purchase orders
• Investigate invoice or order discrepancies and escalate issues where required
• Maintain accurate records and documentation in line with internal procedures and compliance standards

Requirements

• Previous experience in procurement administration, purchasing, order processing, or a similar operational role
• Strong attention to detail and ability to follow structured processes and approval workflows
• Comfortable managing purchase orders, supplier invoices, and internal approval systems
• Proficient in Microsoft Office (Excel & Outlook)
• Clear and professional communication with internal teams and external vendors
• Experience in healthcare, finance, or compliance-driven environments is advantageous
• Highly reliable, organised, and self-motivated professional, able to manage multiple priorities independently in a remote setting

If you are not contacted within 14 working days, please consider your application unsuccessful.

Skills Required