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.

Responsibilities

· Run Vetcove check on