Purchasing & Inventory Manager

KENTUCKY EQUINE MEDICAL ASSOCIATES, PLLC•Louisville, KY

About The Position

The Veterinary Purchasing & Inventory Manager oversees purchasing, inventory management, supply chain coordination, vendor relationships, equipment tracking, and procurement operations across all practice locations. This position is responsible for ensuring uninterrupted access to medications, medical supplies, equipment, and consumable products while maintaining accurate inventory records, optimizing purchasing costs, and supporting efficient operations throughout the practice. The Purchasing & Inventory Manager serves as the central coordinator for purchasing activities, inventory continuity, vendor communications, shipping logistics, and product sourcing across all racetrack and clinic locations.

Requirements

Exceptional organizational skills
Strong multitasking and logistics coordination abilities
Excellent attention to detail
Strong written and verbal communication
Vendor negotiation and relationship management
Independent decision-making and problem-solving
Ability to anticipate operational supply needs
Ability to prioritize competing purchasing demands
WiseOption inventory and purchasing systems
Excel order sheet tracking
Shipping and logistics coordination
Vendor management workflows
Purchase order management
Veterinary purchasing or inventory management
Equine or racetrack veterinary operations
Multi-location inventory coordination
Supply chain management
Controlled substance procurement
Vendor relations and pricing negotiation
Clinical product knowledge

Responsibilities

Manage purchasing workflows for medications, medical supplies, equipment, consumables, and operational supplies across all practice locations.
Oversee the complete purchase order process from initiation through receipt and reconciliation.
Monitor product pricing and pursue competitive pricing, price matching, rebates, and purchasing opportunities.
Maintain a comprehensive list of regularly purchased products, preferred vendors, approved purchasing sources, and ordering protocols.
Maintain written purchasing procedures for vendor websites, ordering systems, specialty distributors, and manufacturer purchasing processes.
Proactively source products through alternative vendors during shortages, backorders, or discontinued product situations.
Maintain awareness of manufacturer backorders, product recalls, discontinued items, shipping delays, and seasonal supply risks.
Assist ownership in maximizing purchasing efficiency and cost savings through strategic procurement practices.
Oversee inventory management across all practice locations utilizing WiseOption and supporting inventory systems (shared Excel order sheets until Wise Option inventory is fully established).
Produce weekly inventory reports for each location using WiseOption inventory records.
Coordinate monthly physical inventory counts until inventory accuracy is consistently maintained through Wise Option inventory management.
Perform and oversee physical inventory counts at Churchill Downs, including truck inventories.
Coordinate inventory counts from lead technicians at satellite locations.
Review inventory accuracy and identify discrepancies requiring investigation.
Maintain an active list of overstocked inventory at each location.
Coordinate transfers of overstocked inventory between locations whenever existing stock can fulfill purchase requests before additional products are ordered.
Monitor inventory trends and recommend stocking adjustments based on seasonal workload and historical usage.
Coordinate inventory ordering schedules based on seasonal operational demands across all racetrack and clinic locations.
Plan and coordinate medication, supply, and equipment transfers between practice locations.
Ensure proper shipping logistics, address verification, and delivery scheduling.
Track shipments and resolve delayed, damaged, missing, or incorrect deliveries.
Coordinate product returns, replacements, supplier credits, warranty claims, and shipping discrepancies.
Maintain continuity of critical inventory during periods of supply disruption or increased demand.
Maintain a current list of all products on manufacturer or distributor backorder.
Review outstanding purchase orders from all locations to identify products that have not been received.
Initiate follow-up with vendors for items exceeding expected delivery timelines.
Communicate anticipated delays and alternative purchasing options to veterinarians and practice leadership.
Coordinate alternative sourcing whenever appropriate to minimize interruptions in patient care.
Maintain active working relationships with vendors, distributors, manufacturers, and supplier representatives.
Maintain an updated directory of vendor contact information and purchasing resources.
Meet with vendor representatives regarding pricing updates, promotions, rebates, recalls, purchasing opportunities, billing terms, and new products.
Coordinate vendor-sponsored educational meetings, lunch-and-learn programs, and product demonstrations.
Assist with obtaining promotional materials and vendor-supported employee resources.
Oversee purchasing-related data entry and integration into WiseOption.
Verify invoice pricing and communicate discrepancies to the Finance Manager and Accounts Payable.
Enter purchasing invoices and maintain accurate purchasing documentation.
Communicate price increases, product substitutions, rebates, credits, and purchasing updates to veterinarians and office personnel.
Work collaboratively with Financial Management to optimize rebate redemption and purchasing cost-efficiency initiatives.
Maintain a centralized inventory of major medical equipment.
Track equipment ownership, serial numbers, warranty information, maintenance records, and assigned locations.
Maintain records documenting the current location of all major equipment throughout the practice.
Coordinate equipment transfers between locations as operational needs change.
Coordinate vendor documentation updates related to DEA registrations, State veterinary licenses, shipping addresses, ownership information, and account changes.
Ensure required vendor documentation is completed promptly to prevent purchasing interruptions, particularly for controlled substances.
Maintain working knowledge of controlled substance purchasing policies and procedures.
Serve as an active backup for the Controlled Substances Manager when needed.
Coordinate annual AAEP purchasing initiatives across all practice locations.
Assist ownership in maximizing purchasing incentives, rebates, and promotional opportunities.
Coordinate ordering deadlines and communication related to AAEP purchasing programs.