Full Time Purchasing Coordinator

American Veterinary Group

8d•$65,000 - $75,000•Onsite

About The Position

The Purchasing Coordinator is responsible for supporting procurement activities across both UrgentVet and General Practice (GP) locations. This role ensures clinics are consistently supplied with the equipment, materials, and services needed for both new clinic openings and ongoing operations. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple vendors, track orders, and ensure cost-effective purchasing while maintaining strong internal and external relationships.

Requirements

2–5+ years of experience in purchasing, procurement, or supply chain coordination
Experience supporting multi-site operations (healthcare, veterinary, or retail preferred)
Strong organizational and multitasking skills with high attention to detail
Familiarity with purchase order systems and vendor management
Proficiency in Microsoft Excel and general business systems
Strong communication and problem-solving skills

Responsibilities

Process and manage purchase orders for equipment, medical supplies, fixtures, and services across UrgentVet and GP locations
Coordinate ordering for new clinic openings, ensuring all required items are delivered on time and aligned with opening schedules
Support ongoing operational purchasing needs for existing clinics, including replenishment and ad hoc requests
Track order status from placement through delivery and resolve any delays or discrepancies
Serve as a primary point of contact for vendors and distributors
Coordinate pricing, availability, and lead times to support operational and construction timelines
Assist in onboarding new vendors and maintaining vendor documentation (contracts, insurance, W-9s, etc.)
Monitor vendor performance and escalate issues as needed
Ensure purchases align with approved budgets and company purchasing standards
Identify cost-saving opportunities and support standardization across locations
Assist in maintaining pricing agreements, rebates, and vendor programs
Support analysis of spend across categories and locations
Coordinate shipments to clinics, warehouses, or staging locations
Work closely with internal teams to ensure proper allocation and distribution of supplies and equipment
Assist with inventory tracking for new clinic setups and key operational items
Help manage returns, exchanges, and warranty claims
Partner with Expansion, Operations, Medical Operations, and Clinic Leadership to understand purchasing needs
Support clinic openings by ensuring all procurement milestones are met
Communicate clearly with stakeholders regarding order status, delays, and solutions
Collaborate with Finance on invoice tracking and reconciliation
Maintain accurate purchasing records, order logs, and vendor databases
Track and report on open orders, backorders, and purchasing trends
Support continuous improvement of purchasing processes and systems
Run Vetcove check on current orders, supplier distribution and overall numbers
Create and process purchase orders (POs) for supplies, equipment, and services
Ensure accurate pricing, quantities, and delivery timelines
Track orders from placement through delivery and resolve delays or discrepancies
Maintain vendor catalogs, pricing lists, and SKUs
Support budget adherence by monitoring spend against approved allocations
Track progress of rebates based on spend
Review contract or agreement proposals
Communicate with vendors regarding equipment quotes, availability, and lead times
Coordinate deliveries and logistics (especially critical for clinic openings)
Resolve issues such as backorders, price changes, damaged goods, recalls, or billing discrepancies
Check purchasing email for lunch & learn requests
Maintain relationships with preferred vendors to ensure consistency and compliance
Monitor inventory levels at central warehouse and identify replenishment needs
Coordinate bulk orders or transfers between locations
Help prevent stockouts or over-ordering across clinics
Support implementation of standardized ordering processes
Order all FF&E (Furniture, Fixtures & Equipment) for new locations
Coordinate delivery schedules aligned with construction timelines and openings
Work cross-functionally with construction, operations, and training teams
Ensure clinics are fully stocked for soft opening and grand opening readiness
Source and order replacement equipment and repair parts
Coordinate with facilities/vendors on service requests and urgent needs
Track warranties and service agreements
Manage company store
Maintain organized records of POs, invoices, and vendor contracts
Assist with invoice reconciliation and approvals
Generate reports on spend, vendor performance, and purchasing trends
Support audits and ensure compliance with internal policies
Help develop and enforce standard purchasing procedures (SOPs)
Identify opportunities for cost savings and efficiency improvements
Ensure compliance with vendor agreements and company policies
Partner with Construction & Expansion → for new builds and timelines
Partner with Operations → for clinic supply needs
Partner with Finance/Accounting → for budgets and invoice processing
Partner with Training/L&D → to ensure clinics are properly equipped