Inventory Control and Accounts Payable Manager

Job Description

Job Description

New Jersey’s largest Vascular Surgery group dedicated solely to the diagnosis and management of diseases of the arteries and veins. The Group has been delivering care throughout New Jersey since 1963 and is home to some of the best Vascular Surgeons in the country. Consistently recognized by their peers and patients as the top group in the region, The Cardiovascular Care Group provides the highest quality care using the newest technologies in the setting of years of experience with outstanding results.

Inventory Control & Accounts Payable Manager

The Manager, Inventory & Accounts Payable is responsible for overseeing the procurement, inventory management, and accounts payable functions for a multi-site vascular medicine practice. Reporting directly to the Chief Financial Officer (CFO), this position ensures the accurate purchasing, receiving, tracking, valuation, and payment of high-value medical supplies, pharmaceuticals, implants, office-based laboratory (OBL) inventory, and operating supplies.

This role serves as the organization's primary Accounts Payable professional, responsible for reviewing, verifying, approving, and processing all vendor invoices while maintaining strong internal controls. The position works closely with physicians, clinical leadership, materials management, and department managers to ensure uninterrupted patient care while controlling inventory costs and maintaining financial accuracy.

Essential Responsibilities

Inventory Management

• Manage all medical and non-medical inventory for multiple practice locations and office-based laboratories.
• Maintain accurate inventory records.
• Monitor inventory levels and establish appropriate minimum and maximum stocking quantities.
• Coordinate purchasing and replenishment of medical supplies, implants, pharmaceuticals, vascular intervention supplies, disposable surgical products, office supplies, and equipment.
• Conduct routine physical inventory counts and cycle counts while investigating and resolving discrepancies.
• Reconcile inventory records to purchasing and usage reports.
• Monitor product expiration dates and coordinate rotation to minimize waste.
• Analyze inventory turnover, utilization trends, and carrying costs.
• Develop inventory reports and key performance indicators for executive leadership.
• Ensure proper storage, handling, and security of high-value medical inventory.
• Assist with implementation and continuous improvement of inventory control procedures.
• Coordinate vendor returns, credits, recalls, and replacement products.
• Support annual financial audits related to inventory valuation and controls.

Accounts Payable

• Serve as the organization's primary Accounts Payable administrator.
• Receive, review, verify, and approve all vendor invoices for payment.
• Match invoices to purchase orders, packing slips, receiving documentation, and contracts.
• Investigate invoice discrepancies and coordinate resolutions with vendors and internal departments.
• Ensure invoices are coded accurately to the general ledger.
• Maintain vendor files, W-9 documentation, and payment terms.
• Reconcile vendor statements and resolve outstanding balances.
• Monitor aging of accounts payable to ensure timely payment and maximize available discounts.
• Prepare weekly accounts payable payment recommendations for CFO approval.
• Ensure compliance with internal purchasing policies and segregation of duties.
• Assist with annual 1099 preparation and vendor reporting requirements.
• Maintain complete supporting documentation for all disbursements.

Financial Controls & Compliance

• Ensure compliance with organizational purchasing policies and approval workflows.
• Identify duplicate payments, billing errors, and pricing discrepancies.
• Verify contracted pricing with vendors and group purchasing organizations (GPOs).
• Maintain strong internal controls over purchasing, receiving, and invoice approval.
• Assist in developing and documenting standard operating procedures.
• Maintain compliance with healthcare regulatory requirements related to purchasing and inventory management.

Vendor & Department Collaboration

• Develop and maintain strong relationships with medical supply vendors and distributors.
• Coordinate purchasing activities with physicians, practice administrators, surgical schedulers, clinical managers, and laboratory staff.
• Evaluate vendor performance, pricing, and service levels.
• Assist the CFO with contract renewals and vendor negotiations.
• Resolve purchasing, delivery, and billing issues promptly.

Reporting & Analytics

Prepare recurring reports including:

• Inventory valuation
• Inventory turnover
• Inventory shrinkage and adjustments
• Stock-out analysis
• Vendor spending by category
• Accounts Payable aging
• Cash requirements for upcoming vendor payments
• Purchase price variance analysis
• Supply cost trends
• High-dollar inventory utilization

Qualifications

Education

Bachelor's degree in:

• Accounting
• Finance
• Supply Chain Management
• Business Administration
• Healthcare Administration

• Equivalent experience may be considered.

Experience

• 5+ years of progressively responsible experience in inventory management, purchasing, or accounts payable.
• Minimum of 3 years in healthcare, ambulatory surgery, hospital, or physician practice environment preferred.
• Experience managing high-value medical inventory required.
• Experience with medical supply vendors and healthcare purchasing preferred.
• Experience using ERP, inventory management, and accounting software.

Knowledge & Skills

• Strong understanding of accounting principles and accounts payable processes.
• Knowledge of inventory valuation methods and inventory controls.
• Experience with purchase orders, receiving, invoice matching, and vendor reconciliations.
• Advanced Microsoft Excel skills, including PivotTables, lookup functions, and financial reporting.
• Strong analytical and organizational skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple deadlines in a fast-paced healthcare environment.
• Excellent communication and vendor relationship management skills.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience in a vascular surgery, multispecialty, ASC, or office-based laboratory (OBL) environment.
• Experience with Quickbooks online
• Knowledge of healthcare reimbursement and procedural supply utilization.
• Experience with inventory barcode systems and automated purchasing platforms.

Benefits:

• Medical (100% paid by the group for Employee Only coverage with the Cigna Bronze plan).
• Dental – three plans to choose from Delta Dental and Cigna.
• Vision – two plans to choose from Delta VSP.
• Health Savings Account and Flexible Spending Accounts (Healthcare, Dependent Care, Transit and Parking) through Upswing.
• Life Insurance – $25,000 Paid by the group with the option to enroll in additional Voluntary Life Insurance coverage.
• Short-Term Disability and Long-Term Disability through New York Life with the option to enroll in additional voluntary coverage.
• Ancillary optional benefits – Accident, Critical Illness and Hospital Indemnity through New York Life.
• Paid Time Off
• Holiday Pay
• Paid Jury Duty – 1 day of full pay.
• Employee Assistance Programs through RWJBH and Cigna.
• 401k Employer Contributions – upon eligibility, group contributes 3%
• Working Advantage and Life Mart Employee Discounts.
• Holiday Party, Employee Appreciation Days, Ice Cream Socials, various Fundraisers and Contests (receive prizes!) – Lots of employee engagement.