Dispensary and Inventory Coordinator

Job Title: Dispensary and Inventory Coordinator

Reports to: Facility and Operations Director

Department: Dispensary

FLSA Status: Non-Exempt

Position Overview:   The Dispensary and Inventory Coordinator is responsible for overseeing inventory management and procurement of dispensary pharmaceuticals, ensuring accurate tracking, cost-effective purchasing, and consistent product availability. It also supports dispensary operations by maintaining compliance, optimizing workflows, and collaborating across teams to improve efficiency and service quality.

Essential Functions

Inventory Management:

• Maintain the inventory management system for the dispensary.
• Collaborate with cross-functional teams (IT, Operations, Accounting) as needed for inventory system and reporting
• Maintain accurate and up-to-date records of inventory levels, product movements, and expirations.
• Conduct routine audits and cycle counts to ensure compliance and minimize discrepancies.
• Analyze inventory trends and make recommendations for purchasing, stocking, and waste reduction strategies.

Purchasing

• Manage end-to-end procurement of pharmaceuticals and veterinary products, including sourcing from preferred vendors and wholesalers, placing orders through corporate systems, and ensuring timely and cost-effective purchasing decisions.
• Evaluate and maintain vendor relationships by assessing supplier performance, negotiating improvements in cost, quality, and delivery timelines, and serving as the primary liaison for supplier communications.
• Monitor market conditions and product availability, including tracking drug shortages, communicating impacts to stakeholders, and identifying alternative sourcing strategies as needed.
• Analyze purchasing trends, high-cost items, and utilization patterns to support cost-saving initiatives and inform strategic procurement decisions.
• Serve as the primary point of contact for new product inquiries, ensuring appropriate sourcing, vendor selection, and integration into purchasing workflows.

Dispensary Operations:

• Support day-to-day inventory operations within the dispensary, ensuring timely and accurate dispensing of products.
• Develop and maintain standard operating procedures (SOPs) for inventory handling, storage, and documentation.
• Ensure compliance with relevant local, state, and federal regulations and organizational policies.
• Monitor supply chain performance and address issues related to backorders, shortages, and delivery delays.

Customer Service & Communication:

• Support improvements in customer service workflows, helping to create a consistent and patient-centered experience.
• Serve as a communication bridge between front-line staff, management, and other departments to resolve service or inventory issues.
• Train and support dispensary staff in using the inventory system and following best practices.
• Collect and act on feedback from doctors and staff to drive operational improvements.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree in Business, Supply Chain Management, Healthcare Administration, or a related field preferred or equivalent combination of education and experience
• 2–5+ years of experience in inventory management, purchasing, or supply chain operations, preferably within a healthcare, veterinary, or pharmaceutical environment.
• Strong knowledge of inventory control practices, including cycle counting, forecasting, and inventory reconciliation.
• Demonstrated experience managing procurement processes, vendor relationships, and contract or price negotiations.
• Familiarity with pharmaceutical or medical product supply chains, including regulatory considerations and product handling requirements, preferred.
• Experience working with inventory management systems and ERP platforms; ability to maintain accurate data and generate meaningful reports.
• Proven ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail and accuracy.
• Effective communication and interpersonal skills, with the ability to collaborate across departments and serve as a key point of contact for vendors and internal stakeholders.
• Experience developing or improving standard operating procedures (SOPs) and training team members on best practices.
• Proficiency in Microsoft Office (especially Excel) or similar tools for data tracking and analysis.

The list of essential functions, as outlined in this job description, is intended to be representative of the tasks performed within this classification. The omission of any job function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Schedule

• Primarily Monday - Friday, 8AM - 4PM or 9AM - 5PM

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources