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Ready to make a real difference in people's lives—every single day?

At ActivStyle, purpose and professionalism go hand in hand. As a trusted provider of home-delivered medical supplies, we help individuals live with dignity, independence, and confidence. Our work matters—and so do the people who do it.

In this position, you'll play a vital role behind the scenes and on the front lines—supporting customers, coordinating with vendors, and helping ensure essential medical products reach the people who rely on them. From incontinence supplies to urological and personal care products, you'll help keep our service accurate, compliant, and compassionate.

Position Summary

The Customer Experience & Logistics Coordinator plays a critical role in supporting operational continuity, vendor performance, and regulatory-aligned customer service within a healthcare/DME environment. This position serves as a direct liaison between internal business operations and external vendor partners, including distributors and manufacturers, ensuring accurate product flow, compliant procurement practices, and a high standard of customer experience.

This role requires disciplined coordination of vendor relationships, inventory system management support, and escalation management while maintaining strong awareness of healthcare compliance requirements, documentation accuracy, and audit readiness. The coordinator helps safeguard service delivery by proactively addressing supply chain risks, vendor performance gaps, and customer issues in a manner consistent with organizational policies and industry regulations.

Key Responsibilities

Vendor & Operations Coordination

• Serve as a primary operational liaison between internal teams and external vendors, distributors, and manufacturers
• Monitor daily vendor performance and service levels to ensure expectations are met
• Participate in vendor calls and performance reviews; document and track corrective actions
• Escalate service disruptions or compliance concerns through appropriate channels
• Reroute customer orders to alternate suppliers when necessary to protect continuity of care
• Maintain accurate documentation of vendor communications and issue resolution

Inventory, Pricing & Procurement Support

• Maintain inventory pricing files and vendor product data with high accuracy
• Support demand forecasting and vendor supply planning activities
• Assist in managing procurement challenges while ensuring adherence to approved vendor practices
• Coordinate with operations teams to minimize product shortages and backorders
• Support audit-ready documentation related to purchasing and vendor transactions

Customer Experience & Escalation Resolution

• Investigate logistics-related customer escalations and drive timely resolution
• Act as a customer advocate while balancing regulatory and operational requirements
• Ensure communication is clear, documented, and compliant
• Identify recurring service risks and recommend process improvements

Sales Tracking & Operational Reporting

• Maintain vendor sales tracing files and supporting operational records
• Assist with performance reporting tied to vendor service levels and fulfillment metrics
• Support data integrity for operational and compliance reporting

Administrative & Mail Operations

• Handle inbound/outbound organizational mail and controlled shipments
• Coordinate sample shipments and vendor-related deliveries
• Support logistics documentation and chain-of-custody awareness where applicable

Compliance & Regulatory Responsibilities

• Adhere to all company policies related to healthcare operations and vendor engagement
• Maintain confidentiality and proper handling of PHI and sensitive information
• Support audit readiness through accurate recordkeeping
• Follow procurement and vendor management procedures aligned with regulatory expectations
• Escalate compliance risks promptly

KPI & Performance Expectations

Success in this role will be measured by:

• Vendor service level adherence and issue resolution turnaround time
• Accuracy of inventory pricing and vendor documentation
• Forecast reliability and reduction in supply disruptions
• Customer escalation resolution time and satisfaction outcomes
• Order rerouting efficiency and continuity of service
• Data accuracy in reporting and sales tracing
• Compliance adherence and audit readiness
• Mail and logistics processing timeliness
• Cross-functional communication effectiveness
• Other duties as assigned to support the function

Qualifications

• 2+ years of experience in healthcare operations, DME, logistics, or vendor coordination preferred
• Experience in regulated or compliance-driven environments is highly desirable
• Strong organizational and documentation discipline
• Proficiency in Microsoft Excel and other office systems
• Excellent communication and problem-solving skills
• Ability to manage competing priorities
• Detail-oriented with strong accountability

Physical Requirements

• Ability to lift, move, and transport boxes and materials weighing up to 70 pounds
• Ability to stand, bend, reach, and perform light warehouse or mailroom tasks as needed
• Ability to safely handle packages and shipments in a fast-paced environment
• Ability to sit and work at a computer for extended periods
• Occasional walking between departments or facilities may be required
• Adequate and reliable transportation to work in the office
• Able to perform all job responsibilities with or without reasonable accommodation

Core Competencies

• Customer-first mindset in a regulated environment
• Vendor relationship management
• Operational accuracy and documentation discipline
• Compliance awareness
• Analytical problem solving
• Communication and collaboration
• Reliability and accountability

Amazing Benefits At A Glance

• Team Driven and Values Based Culture
• Medical, Dental, and Vision Benefits
• Paid Time Off (PTO), Holiday Pay, Sick and Safe Time for Applicable States
• Employee Assistance Program
• Career Growth Opportunities
• 401(k) and Generous Employer Match Opportunity

Our Commitment to You

At ActivStyle, we don't just accept difference—we celebrate it, we support it, and we thrive on it for the benefit of our team and our community. We are proud to be an equal opportunity workplace and an affirmative action employer.

This employer participates in E-Verify. Following acceptance of any job offer, at the start of employment the employer will provide the federal government Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify is unable to verify your eligibility for employment, this employer will provide written instructions to provide an opportunity to contact the appropriate agencies and resolve the discrepancy prior to taking any action against continued employment.

Ready to make an impact? Apply today and join the ActivStyle team!

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