Inventory and Medical Equipment Manager

Inventory, Equipment, and Facilities Manager

Position Overview

Berkeley Dog & Cat Hospital is seeking a highly organized and detail-oriented Inventory and Facilities Manager to oversee hospital inventory systems, building maintenance, and medical equipment management.

This role is responsible for ensuring the hospital maintains optimal inventory levels of pharmaceuticals, medical supplies, and equipment while also overseeing the upkeep of the hospital facility and grounds. The Inventory and Facilities Manager will implement inventory control procedures, manage vendor relationships, coordinate facility maintenance, and ensure compliance with all applicable local, state, and federal regulations.

The ideal candidate is a proactive problem solver who can manage multiple priorities in a fast-paced veterinary hospital environment while maintaining high operational standards.

Key Responsibilities

Inventory Management

• Develop and maintain standard operating procedures (SOPs) for inventory management and supply ordering.
• Maintain a complete and accurate inventory of pharmaceuticals, medical supplies, and hospital equipment, including inventory codes and system mapping.
• Manage inventory levels to ensure hospital needs are met while remaining within the approved budget.
• Generate inventory reports and analyze usage data to recommend purchasing or product adjustments.
• Monitor backorders, shortages, price changes, and new product availability and communicate updates to hospital staff.
• Oversee and manage the hospital online pharmacy inventory.
• Prepare purchase orders and obtain appropriate authorization when required.
• Receive and verify shipments, confirm order accuracy, and resolve discrepancies with vendors.
• Maintain documentation for purchase orders, shipping records, and returns.
• Collaborate with the management team to implement inventory rotation and waste reduction protocols.
• Ensure compliance with pharmacy regulations and controlled substance requirements.

Controlled Substance Management

• Maintain oversight of hospital controlled drug inventory.
• Manage Cubex controlled substance systems and ensure regulatory compliance.
• Conduct routine controlled substance audits and reconcile discrepancies.
• Manage required DEA documentation and ordering processes.

Medical Equipment Management

• Maintain a comprehensive inventory of hospital medical equipment.
• Establish preventive maintenance schedules for medical equipment.
• Coordinate repairs, servicing, and certification requirements.
• Develop and maintain SOPs for submitting and tracking equipment repairs.
• Obtain quotes for replacement or new equipment when necessary.

Vendor & Operational Coordination

• Build and maintain strong relationships with vendors, suppliers, and service providers.
• Coordinate delivery schedules and address service or supply issues.
• Assist with budget planning related to inventory and facilities.
• Work with regional and practice leadership to maintain inventory policies and operational standards.

Qualifications

Required

• High school diploma or GED.
• 1+ year of previous experience in inventory management, facilities coordination, or equipment management within a healthcare or veterinary setting.
• Demonstrated experience with inventory management, pharmaceutical inventory tracking, and supply ordering.
• Experience working with veterinary practice management software and inventory systems.
• Experience developing or implementing inventory management policies and standard operating procedures (SOPs).
• Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities.
• Ability to work independently while collaborating effectively with hospital leadership and clinical teams.
• Strong written and verbal communication skills.
• Experience with budget tracking, purchasing analysis, and vendor negotiations.
• Ability to lift and move up to 50 pounds and manage physical inventory tasks.

Preferred

• 3+ years of experience in a veterinary hospital environment.
• Experience managing controlled substance tracking systems such as Cubex or similar automated dispensing systems.
• Experience maintaining controlled substance inventory and compliance with DEA and state pharmacy regulations.
• Experience coordinating facility maintenance, vendor management, or contractor oversight.
• Veterinary Technician (RVT/LVT/CVT) license or veterinary technology training.
• Bachelor's degree in Business Administration, Facilities Management, Veterinary Technology, or a related field.

Additional Information
At Berkeley Dog & Cat Hospital, we are committed to providing high-quality veterinary care while maintaining a collaborative and supportive work environment. The Inventory and Facilities Manager plays a key operational role in ensuring our medical teams have the supplies, equipment, and facilities needed to deliver exceptional patient care. The list of responsibilities outlined above is intended to represent the primary functions of this role. Additional duties may be assigned as needed by hospital leadership to support hospital operations.