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Inventory Manager & Vendor Relations


The purpose of this position is to oversee all aspects that principally, relate to the inventory management at North Scottsdale Animal Hospital. The fundamental responsibility of the inventory manager is to effectively use all available resources to manage inventory at acceptable levels of and be cost effective in those measures.   

Primary Job Responsibilities – Inventory Manager

  • Establish inventory control system to assure adequate stocks of supplies are available. Negotiate best prices for all products purchased. As required, make group/bulk purchases, compose bids for negotiated buys, and research new products.

  • Manage supply activities. Supervise maintenance and proper storage of supplies and equipment. Analyze and monitor the turnover rate of supplies and equipment and provide necessary guidance in the requisition to replenish needed requirements.

  • Meet with vendors to learn about new products and pricing structure. These visits are scheduled in advance preferably.

  • Meet with owner/management on a bi-monthly basis to assess product availability concerns and application. Discuss any new products to be introduced.

  • Stay current regarding any recent developments relative to new products or current products that are subject to backorders or being discontinued.

  • Monitor inventory costs and mark-up items according to the NSAH standards.

  • Submit orders online with vendors whenever possible and track purchase orders.

  • Oversee the receipt of shipment and unpacking of all inventory orders. Verify that all shipment documents match the shipment order and are received and undamaged. Return incorrect or damaged shipments. Ensure that the hospital’s bookkeeper receives copies of the purchase orders or packing slips within twenty-four hours of receiving them.

  • Distribute inventory items to the appropriate locations throughout the hospital and rotate stock accordingly.

  • Monitor inventory and return items before they expire as well as return overstock items. Promptly document any returns and provide the bookkeeper with any information regarding returns for credit preparation.

  • Coordinate the ordering and maintaining stock in the lock boxes and keeping the lock box integrity intact.

  • Utilize the hospital’s computer software to accurately and timely enter inventory data and coordinate with management any updates that are made to inventory items in regards to prices, markups, etc.

  • Oversee special orders for hospital clients by promptly ordering the requested items as well as notifying the client of the item(s) arrival with assistance from the office personnel.

  • Ensure that state pharmacy regulations and federal drug regulations are followed; coordinate with technicians on controlled substance logs.

  • Maintain accurate SDS sheets and coordinate training and instruction with management and/or the hospital’s OSHA Safety Officer on any pertinent information regarding hazardous products.

  • Conduct physical inventory counts a minimum of twice each year as dictated by the hospital’s administrator.

  • Work well with team members and ensure that your actions support the hospital, the veterinarian, and the practice philosophy.

  • Perform other work duties, as assigned.

Control Over Work

Works under the supervision of the veterinary practice administrator and/or owner, who indicates general assignments, limitations, and priorities. The majority of the work involves recurring assignments that are performed independently. Review of work is based upon the availability of products and inventory cost assessments and is evaluated through spot checks, review of records and correspondence as well as demonstrated ability to manage all aspects of the daily operations of inventory management.

Skills and Knowledge: Inventory Manager

  • Knowledge of computer operations and software.

  • Requires the ability to plan, organize and coordinate.

  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.

  • Ability to work independently on assigned tasks as well as to accept the direction on given assignments, understand and carry out oral and written direction.

  • May be required to work uncommon hours to complete mandatory inventory counts.

  • Basic math computation skills.

  • Strong leadership, communication and motivation skills. Has the ability to direct, guide, and assist a group of individuals.

Skills and Knowledge: Maintenance Manager

  • Apply knowledge and skills in building and grounds maintenance.

  • Ability to assess and prioritize work requests to determine the daily schedule.

  • Some knowledge of electrical, plumbing and carpentry work.

  • Ability to use cleaning materials and equipment with skill and efficiency.

  • Ability to perform moderately heavy physical labor.

  • Knowledge of small machine maintenance.

  • Ability to work independently on assigned tasks as well as to accept direction on given assignments. Understand and carry out oral and written direction.

  • Strong leadership, communication and motivation skills. Has the ability to direct, guide, and assist a group of individuals.

Physical Effort:

  • Frequently required to bend, stand, walk, sit, communicate, and listen, frequently working in a bent position.

  • Frequently use hands to manipulate, feel; will reach with hands and arms.

  • Use strength or agility in climbing ladders, using lawn, snow and power equipment, shoveling snow.

  • Frequently lift and/or move up to 50 pounds.

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