Purchasing & Inventory Manager

Job Description

Job Description

Position Summary

The Veterinary Purchasing & Inventory Manager oversees purchasing, inventory management, supply chain coordination, vendor relationships, equipment tracking, and procurement operations across all practice locations. This position is responsible for ensuring uninterrupted access to medications, medical supplies, equipment, and consumable products while maintaining accurate inventory records, optimizing purchasing costs, and supporting efficient operations throughout the practice.

The Purchasing & Inventory Manager serves as the central coordinator for purchasing activities, inventory continuity, vendor communications, shipping logistics, and product sourcing across all racetrack and clinic locations.

Primary ResponsibilitiesPurchasing & Procurement Management

• Manage purchasing workflows for medications, medical supplies, equipment, consumables, and operational supplies across all practice locations.
• Oversee the complete purchase order process from initiation through receipt and reconciliation.
• Monitor product pricing and pursue competitive pricing, price matching, rebates, and purchasing opportunities.
• Maintain a comprehensive list of regularly purchased products, preferred vendors, approved purchasing sources, and ordering protocols.
• Maintain written purchasing procedures for vendor websites, ordering systems, specialty distributors, and manufacturer purchasing processes.
• Proactively source products through alternative vendors during shortages, backorders, or discontinued product situations.
• Maintain awareness of:
  • manufacturer backorders
  • product recalls
  • discontinued items
  • shipping delays
  • seasonal supply risks
• Assist ownership in maximizing purchasing efficiency and cost savings through strategic procurement practices.

Inventory Management

• Oversee inventory management across all practice locations utilizing WiseOption and supporting inventory systems (shared Excel order sheets until Wise Option inventory is fully established)
• Produce weekly inventory reports for each location using WiseOption inventory records.
• Coordinate monthly physical inventory counts until inventory accuracy is consistently maintained through Wise Option inventory management.
• Perform and oversee physical inventory counts at Churchill Downs, including truck inventories.
• Coordinate inventory counts from lead technicians at satellite locations.
• Review inventory accuracy and identify discrepancies requiring investigation.
• Maintain an active list of overstocked inventory at each location.
• Coordinate transfers of overstocked inventory between locations whenever existing stock can fulfill purchase requests before additional products are ordered.
• Monitor inventory trends and recommend stocking adjustments based on seasonal workload and historical usage.

Supply Chain & Shipping Coordination

• Coordinate inventory ordering schedules based on seasonal operational demands across all racetrack and clinic locations.
• Plan and coordinate medication, supply, and equipment transfers between practice locations.
• Ensure proper shipping logistics, address verification, and delivery scheduling.
• Track shipments and resolve delayed, damaged, missing, or incorrect deliveries.
• Coordinate product returns, replacements, supplier credits, warranty claims, and shipping discrepancies.
• Maintain continuity of critical inventory during periods of supply disruption or increased demand.

Backorder Management

• Maintain a current list of all products on manufacturer or distributor backorder.
• Review outstanding purchase orders from all locations to identify products that have not been received.
• Initiate follow-up with vendors for items exceeding expected delivery timelines.
• Communicate anticipated delays and alternative purchasing options to veterinarians and practice leadership.
• Coordinate alternative sourcing whenever appropriate to minimize interruptions in patient care.

Vendor & Supplier Relations

• Maintain active working relationships with vendors, distributors, manufacturers, and supplier representatives.
• Maintain an updated directory of vendor contact information and purchasing resources.
• Meet with vendor representatives regarding:
  • pricing updates
  • promotions
  • rebates
  • recalls
  • purchasing opportunities
  • billing terms
  • new products
• Coordinate vendor-sponsored educational meetings, lunch-and-learn programs, and product demonstrations.
• Assist with obtaining promotional materials and vendor-supported employee resources.

Financial & Administrative Support

• Oversee purchasing-related data entry and integration into WiseOption.
• Verify invoice pricing and communicate discrepancies to the Finance Manager and Accounts Payable.
• Enter purchasing invoices and maintain accurate purchasing documentation.
• Communicate price increases, product substitutions, rebates, credits, and purchasing updates to veterinarians and office personnel.
• Work collaboratively with Financial Management to optimize rebate redemption and purchasing cost-efficiency initiatives.

Equipment Management

• Maintain a centralized inventory of major medical equipment.
• Track equipment ownership, serial numbers, warranty information, maintenance records, and assigned locations.
• Maintain records documenting the current location of all major equipment throughout the practice.
• Coordinate equipment transfers between locations as operational needs change.

Regulatory & Compliance Coordination

• Coordinate vendor documentation updates related to:
  • DEA registrations
  • State veterinary licenses
  • shipping addresses
  • ownership information
  • account changes
• Ensure required vendor documentation is completed promptly to prevent purchasing interruptions, particularly for controlled substances.
• Maintain working knowledge of controlled substance purchasing policies and procedures.
• Serve as an active backup for the Controlled Substances Manager when needed.

AAEP Purchasing Coordination

• Coordinate annual AAEP purchasing initiatives across all practice locations.
• Assist ownership in maximizing purchasing incentives, rebates, and promotional opportunities.
• Coordinate ordering deadlines and communication related to AAEP purchasing programs.

Accountability

This position is accountable for:

• Inventory continuity across all practice locations
• Accurate inventory records and purchasing documentation
• Timely procurement and delivery of supplies
• Efficient purchase order management
• Product sourcing and supply continuity planning
• Vendor communication and relationship management
• Shipping coordination and issue resolution
• Inventory transfer coordination between locations
• Equipment inventory management
• Pricing oversight and purchasing cost optimization
• Backorder management and supply disruption mitigation
• Rebate optimization
• Regulatory purchasing compliance
• AAEP purchasing coordination

Ownership of TasksPrimary Ownership

• Purchasing and procurement operations
• Purchase order management
• Product sourcing
• Vendor and supplier relationships
• Shipping and logistics coordination
• Backorder management
• Equipment management
• Inventory reporting
• Supply continuity planning
• AAEP purchasing coordination
• Rebate optimization

Secondary Ownership

• Controlled substance reconciliation support
• Controlled substance purchasing procedures
• Backup coverage for the Controlled Substances Manager

Preferred Skills & QualificationsEssential Skills