Medical Inventory Management Specialist

Job Overview

We are seeking a dynamic and detail-oriented Inventory Management Specialist to join our team and drive excellence in supply chain operations. In this role, you will be responsible for the oversight, coordination, and control of all medical and non-medical supplies. This role also supports financial accountability through inventory-related bookkeeping, cost tracking, and coordination with accounting processes. The position ensures adequate supply levels, cost efficiency, regulatory compliance, and accurate financial documentation to support safe, high-quality patient care. Your expertise will help streamline operations, improve accuracy, and support strategic decision-making through data analysis and process improvement initiatives. This is an exciting opportunity for a proactive professional passionate about inventory control, supply chain analytics, and cross-functional collaboration to make a significant impact in a fast-paced environment.

Key Responsibilities

Inventory Control & Supply Management

• Maintain accurate, real-time inventory of all clinical supplies, implants, medications (if applicable), and equipment
• Perform routine cycle counts and full inventory audits
• Monitor par levels and reorder supplies to prevent shortages or overstocking
• Track expiration dates and remove outdated or compromised items
• Ensure proper stock rotation (FIFO – First In, First Out)

Procurement & Vendor Coordination

• Order supplies in alignment with approved vendor contracts and cost-containment strategies
• Communicate with vendors regarding pricing, backorders, and product substitutions
• Maintain vendor files, contracts, and pricing agreements
• Participate in product evaluation with clinical leadership

Bookkeeping & Accounting Support

• Reconcile purchase orders, packing slips, and invoices for accuracy prior to submission
• Enter and track inventory-related expenses within accounting or financial systems
• Assist with accounts payable processes related to supply purchasing
• Maintain organized records of invoices, receipts, and vendor transactions
• Monitor supply spending against departmental budgets and report variances
• Generate monthly reports on:
• Supply utilization
• Cost trends
• High-cost item usage (e.g., implants, specialty items)
• Collaborate with leadership and/or accountant during budget preparation
• Support audit readiness by ensuring financial documentation is complete and traceable

Regulatory Compliance & Safety

• Ensure storage and handling of supplies meets AAAHC, CMS, OSHA, and infection control standards
• Maintain supply traceability (lot numbers, expiration tracking, recall readiness)
• Support infection prevention practices for clean and sterile supply storage
• Participate in audits, accreditation surveys, and compliance reviews as needed

Documentation & Reporting

• Maintain inventory logs, purchase orders, and supply usage records
• Track discrepancies between inventory counts and financial records
• Maintain documentation required for recalls, audits, and inspections
• Assist leadership in cost analysis and performance improvement initiatives

Collaboration & Communication

• Work closely with clinical staff, administration, and finance personnel
• Respond to urgent supply needs during procedures
• Educate staff on inventory processes and cost-awareness practices
• Participate in performance improvement and cost-reduction initiatives

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate or Bachelor’s degree preferred (Business, Healthcare Administration, or Accounting preferred)
• 2 years of experience in inventory management, materials management, or healthcare supply chain
• Experience with basic accounting, bookkeeping, or accounts payable processes strongly preferred

Knowledge & Skills

• Knowledge of medical/surgical supplies and sterile storage practices
• Familiarity with regulatory standards (AAAHC, CMS, OSHA)
• Basic understanding of accounting principles (invoicing, reconciliation, budget tracking)
• Strong organizational and analytical skills
• Proficiency in inventory software and Microsoft Excel
• High attention to detail with ability to identify discrepancies
• Effective communication and teamwork skills

Physical Requirements

• Ability to lift up to 30–50 lbs
• Frequent standing, walking, and bending
• Ability to move and transport supply carts and boxes

Work Environment

• Ambulatory Surgery Center setting
• Exposure to clinical and sterile environments
• May require early mornings or extended hours for inventory reconciliation or case support

Performance Expectations

• Maintain inventory accuracy ≥ 95% (or facility standard)
• Maintain alignment between inventory and financial records (minimal discrepancies)
• Reduce supply waste and expired inventory
• Ensure zero critical supply stockouts affecting patient care
• Demonstrate compliance with regulatory and accreditation standards

Compliance & Accountability

• Adheres to ASC policies and procedures
• Maintains HIPAA compliance and confidentiality
• Completes required orientation, education, and competency validation
• Supports ongoing accreditation readiness and survey preparedness

Compensation

Final compensation will be determined based on the selected candidate's qualifications, including relevant inventory and accounting experience, education, certifications, demonstrated operational achievements, and overall alignment with the needs of the organization.

Join us as an Inventory Management Specialist where your expertise will empower our supply chain excellence! We value proactive problem solvers who thrive in collaborative environments—ready to make a measurable difference every day!

Pay: $22.00 - $27.00 per hour

Work Location: In person

Salary : $22 - $27