Full Time Purchasing Coordinator

Purchasing Coordinator

Department: Expansion Purchasing

Reports To: VP of Expansion

Location: On-Site (Tampa) with occasional travel

Position Summary

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.

Key Responsibilities

Procurement & Order Management

• 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

Vendor Coordination & Management

• 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

Cost Control & Budget Support

• 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

Inventory & Logistics Coordination

• 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

Cross-Functional Collaboration

• 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

Systems & Reporting

• 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

Qualifications

• 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

Key Competencies

• Organization & Accuracy: Maintains detailed records and ensures order accuracy
• Communication: Proactive, clear, and solution-oriented
• Vendor Management: Builds effective relationships and holds vendors accountable
• Financial Awareness: Understands budgets, pricing, and cost control
• Adaptability: Thrives in a fast-paced, evolving environment

Travel Requirements

• Minimal travel (0-10%), primarily for vendor meetings or clinic support if needed

Why This Role Matters

This role is essential to ensuring both new and existing clinics operate efficiently and without disruption. The Purchasing Coordinator directly impacts clinic readiness, cost management, and the strength of vendor partnerships across the organization

Purchasing Responsibilities

• 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

Vendor Management & Coordination

• 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

Inventory & Supply Chain Support

• 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

New Clinic & Expansion Support

• 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

Facilities & Maintenance Purchasing

• Source and order replacement equipment and repair parts
• Coordinate with facilities/vendors on service requests and urgent needs
• Track warranties and service agreements

Administrative & Reporting Duties

• 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

Process Improvement & Compliance

• Help develop and enforce standard purchasing procedures (SOPs)
• Identify opportunities for cost savings and efficiency improvements
• Ensure compliance with vendor agreements and company policies

Cross-Functional Collaboration

• Partner with:
• Construction & Expansion for new builds and timelines
• Operations for clinic supply needs
• Finance/Accounting for budgets and invoice processing
• Training/L&D to ensure clinics are properly equipped vcx

Qualifications

• 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

Key Competencies

• Organization & Accuracy: Maintains detailed records and ensures order accuracy
• Communication: Proactive, clear, and solution-oriented
• Vendor Management: Builds effective relationships and holds vendors accountable
• Financial Awareness: Understands budgets, pricing, and cost control
• Adaptability: Thrives in a fast-paced, evolving environment