Purchasing Coordinator

Job Details

Location: Team Member - American Veterinary Group
Compensation: $65,000 - $75,000 / year
Final date to receive applications: 15 May 2026
Department: Expansion & Construction
Reports To: VP of Expansion
Location: On‑Site (Tampa) with occasional travel

The Purchasing Coordinator supports procurement activities across URGENTVet and General Practice (GP) locations. The role ensures clinics are consistently supplied with the equipment, materials, and services needed for new clinic openings and ongoing operations. Candidates should be highly organized, detail‑oriented, and proactive, managing multiple vendors, tracking orders, and maintaining strong internal and external relationships.

• Process and manage purchase orders for equipment, medical supplies, fixtures, and services across Urgent Vet 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 raise escalation incidents 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.
• 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.
• Minimal travel (0–10%) primarily for vendor meetings or clinic support if needed.

• 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.

• 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.

• Competitive salary
• Health insurance
• PTO
• Retirement savings plan
• Opportunities for career growth and advancement
• The opportunity to make a meaningful impact in animal care