Inventory Management Specialist

Inventory Management Specialist

The Inventory Specialist is responsible for daily inventory operations, maintaining accurate stock records, and ensuring timely supply distribution. This role updates inventory systems, monitors stock levels, initiates replenishment, and coordinates with warehouse and clinical staff to resolve supply issues. Responsibilities include handling returns and recalls, conducting routine cycle counts and spot checks, troubleshooting discrepancies, and maintaining organized storage areas.

Essential Functions and Responsibilities

1. Daily Inventory Monitoring & Data Entry

• Maintain accurate and up-to-date inventory records in the GIP or equivalent automated system.
• Enter receipts, adjust stock levels, and update reorder points and par levels.
• Verify all supply deliveries and ensure documentation is complete and correct.

2. Stock Replenishment & Distribution Coordination

• Monitor on-hand inventory levels and initiate replenishment actions for expendable supplies and durable medical equipment (DME).
• Coordinate with warehouse teams to ensure timely supply distribution.
• Respond to urgent or expedited inventory needs and support clinical operations.

3. Customer Service & Stakeholder Coordination

• Serve as a primary resource for clinical staff regarding stock availability, usage, and substitutions.
• Resolve discrepancies, backorders, and supply delays by coordinating with vendors and internal departments.
• Communicate inventory impacts or shortages proactively to stakeholders.

4. Returns, Recalls & Reutilization

• Process item returns and coordinate with property management regarding disposal or reutilization.
• Track and respond to medical product recalls in collaboration with the VA National Center for Patient Safety.
• Document all recall and return actions for compliance and audit purposes.

5. Inventory Audits, Spot Checks & Reconciliation

• Conduct daily spot checks and weekly cycle counts to verify accuracy.
• Investigate and resolve variances between system data and physical stock.
• Provide reports of audit findings and recommend corrective actions to the COR.

6. System Accuracy & Process Maintenance

• Ensure all items are correctly barcoded, labeled, and assigned to proper locations.
• Maintain organized, clean, and compliant storage areas.
• Identify inefficiencies in inventory processes and recommend improvements.
• Support system updates, data integrity checks, and workflow enhancements.

Physical Requirements

• Ability to lift and carry items up to 50 lbs.
• Extended periods of walking, standing, bending, and material handling.
• Working in storage rooms, clinical environments, and warehouse areas.

Work Environment

• Work is performed across diverse settings: hospital wards, operating rooms, storage areas, and warehouses.
• Conditions may vary from clean clinical environments to hot, cold, drafty, or dimly lit spaces.
• Physical risks include exposure to dust, pollutants, infectious material, and potential for scrapes or falls.
• PPE must be worn in accordance with facility guidelines.
• Movement between sterile and non-sterile zones requires careful attention to hygiene standards.

Education and/or Experience

Required

• High school diploma or equivalent required

• Four years' experience in inventory management, supply chain, or healthcare logistics.

• Knowledge of inventory control principles, stock rotation, and supply chain workflows.
• Experience using automated inventory systems such as GIP, barcoding software, or similar platforms.
• Strong analytical and problem-solving skills.
• Ability to maintain high accuracy and attention to detail.
• Effective communication and customer service skills.
• Ability to follow aseptic techniques and comply with infection control policies.

Preferred

• Prior experience in healthcare logistics, medical supply management, or VA Logistics operations.
• Familiarity with clinical supply usage patterns and hospital inventory workflows.
• Experience with cycle counting, reconciliation, and process documentation.

Full Benefits Package

We are an Equal Opportunity Employer:

We do not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, genetic information or any other characteristics protected by law.

This organization participates in E-Verify.