Inventory Specialist

Purchase and Inventory Specialist

Introduction

The purchase and inventory specialist is responsible for the successful inventory management of the Pacific and Santa Cruz Veterinary Specialists. Under the guidance of the practice manager, the inventory specialist will oversee the management of best inventory practices to execute inventory plans for maximum profitability. The scope of this position will include maintaining business process and serving as the subject matter expert for process improvements.

Skills

• Analytic Skills:  Ability to think objectively and interpret meaningful themes from quantitative and qualitative information
• Financial and Business Acumen:  Ability to evaluate financial and business indicators and translate data into actionable information to drive results; proficiency in math
• Problem Solving & Decision Quality:  Able to use rigorous logic and methods to solve problems with effective solutions
• Relationship Management:  Able to build constructive and effective relationships with a broad and diverse group including associate doctors, vendors, clients and team members
• Presentation Skills:  Effective in a variety of presentation settings including one-on-one, small and large groups, and with peers and bosses.
• Influencing & Negotiation:  Can present ideas and directions that lead others to action
• Planning & Priority Setting:  Demonstrate an ability to set objectives and goals and organize work appropriately to meet and exceed goals
• Process Management:  Can identify and articulate the processes necessary for efficiency and align resources to effectively complete activities
• Systems and Tools Acumen:  Proficiency in Microsoft Excel, and have aptitude to learn technical applications quickly
• Risk Management:  Anticipate risks and identify contingency plans and processes to prevent disruptions when risks occur
• Possess strong organizational and time management skills
• Demonstrates strong listening, written and oral communication skills

Qualifications

• Bachelors degree or equivalent experience
• 3-5 years work experience, preferably in inventory management
• Proficient in Cornerstone

Key Roles and Responsibilities

• Process management/ planning
  • Establish and maintain adequate in-stock levels for all products in the hospital
  • Demonstrate ability to maintain appropriate in-stock percentage within budget
  • Analyze what amounts of specific supplies have been used in prior periods
  • Compute the quantities to order for the next period based on prior history and min/max, reorder points
  • Maximize vendor pricing to match business needs and changing sales on a quarterly basis
  • Meet with vendors to learn about new products and pricing
  • Regularly check in with doctors to make sure they know of new product availability and application
  • Stay up-to-date with new industry inventory developments
  • Keep records of prior and current inventory prices and price breaks using Cornerstone
  • Maximize use of Cornerstone as primary inventory tool

• Ordering
  • Accumulate inventory requests (purchase requisitions) from doctors and staff
  • Shop for competitive pricing
  • Submit orders online with vendors and track purchase orders
  • Track back orders and communicate to doctors, staff, and AP; find alternative sources proactively if necessary

• Receiving
  • Oversee shipment receipt, security, and unpacking
  • Ensure that shipment documents match products actually received and unpacked
  • Ensure that shipment documents match purchase orders that originated the shipments
  • Ensure accurate receipt of items in Cornerstone and that pricing is accurately reflected
  • Ensure that the bookkeeper receives copies of invoices, purchase orders and shipping documents on a weekly basis/ promptly

• Stock Management
  • Distribute inventory to the correct areas of the hospital
  • Rotate stock so that the oldest stock is sold first
  • Promptly return overstock and outdated items to vendors
  • Provide accounts payable with records of items returned to vendor and items not received
  • Coordinate the ordering, logging and tracking of controlled substances in the hospital, including maintaining stock in the lock boxes and keeping the lock box integrity (change locks, distribute keys)

• Equipment Management
  • Troubleshoot equipment issues.
  • Send equipment out for repairs.
  • Work with vendors and repairing or replacing equipment. 

• Review
  • Provide reports of inventory use and current in-stock to management on a regular basis (weekly, monthly)
  • Ensure that stock outage is the least amount possible
  • Log selected inventory data into Cornerstone/VetData
  • Update Cornerstone inventory data and instinct
  • Coordinate with management to update computer system inventory price lists to accurately reflect the desired client sales price
  • Watch for products not selling so that they may be promptly returned to the vendor
  • Watch for and reduce duplication of items; recommend reductions to management
  • Ensure that no outdated pharmaceuticals are available for use; return for credit to vendor
  • Ensure that state pharmacy regulations and federal drug regulations are followed; including CURES program; Utilizing the CubeEx and drug logs
  • Maintain accurate MSDS sheets
  • Perform monthly and quarterly physical inventory and compare to computer records for accuracy;
  • Coordinate PharmaLogistics returns of controlled product
  • Identify wastage and suggest cost saving ideas for waste elimination