About the Role
Are you someone who takes pride in a well-organized, smoothly running environment? Do you notice when something's off and feel compelled to fix it? Maybe it’s a shelf that needs restocking, a space that could work better, or a chair that needs replacing. If so, you might be exactly who we're looking for.
As our Facilities & Inventory Coordinator, you'll be the person who makes sure every team member has what they need to care for patients, every space is safe and welcoming, and everything inside and outside our building is well-maintained, organized, and running at its best.
This is a hands-on, highly visible role. You'll work across departments, build relationships with vendors, manage supplies, and help create a hospital environment our team and clients are proud of every single day.
What You'll Do
Inventory & Purchasing
- Monitor and maintain hospital-wide inventory levels across all departments, placing orders proactively to prevent stockouts
- Evaluate, purchase, and process returns for medical and hospital supplies, office and building supplies, including medications, patient diets, equipment, and specialized items
- Utilize Cubex and VetSnap to track inventory, run reports, and keep things up to date
- Perform regular stock evaluations, including end-of-week reviews ahead of busy weekends and holidays
- Track and communicate backorders to affected team members; source substitute or emergency items as needed
- Process time-sensitive supply orders to meet patient care and scheduling deadlines
- Work within established budget parameters; escalate capital expenditure requests with proper documentation and approvals
- Build and maintain relationships with vendor and distributor representatives to support hospital supply needs and secure best pricing
- Maintain accurate item records in practice management software (Instinct), updating pricing as costs change
Facilities & Building Maintenance
- Ensure all areas of the hospital, both inside and outside, are safe, clean, functional, and aesthetically maintained
- Proactively identify and address maintenance needs: broken fixtures, worn furniture, damaged walls, non-functional equipment, and more
- Serve as the primary contact for third-party vendors, contractors, and service providers; obtain competing estimates and coordinate repairs and services
- Maintain proper signage throughout the facility’s interior and exterior, ensuring accuracy, clarity, and professional appearance
- Troubleshoot facilities-related challenges quickly and resourcefully, escalating when needed
- Coordinate with members of the administrative team on renovation, improvement, and expansion projects, serving as the on-site point person during active work
Organization & Environment
- Proactively clean and organize all hospital areas to maximize use, comfort, safety, and efficiency
- Ensure all spaces, including exam rooms, break rooms, storage areas, lobbies, and outdoor areas, are consistently well-kept and functional
- Maintain an organized, labeled storage and inventory system that team members can easily navigate
- Identify opportunities to improve the layout, function, or appearance of hospital spaces
Events & Guest Experience
- Set up and prepare for hospital events, lunch-and-learns, and professional education sessions
- Coordinate all event logistics: room arrangement, seating, catering, food and beverages, IT and audiovisual equipment, and signage
- Ensure every guest-facing event creates a polished, welcoming experience for attendees and speakers alike
- Assist with annual hospital events such as Tech Week, CSR Appreciation Week, and the hospital anniversary celebration
What We're Looking For
We're not looking for someone to wait to be told what needs doing. We need someone who walks in the door, sees the full picture, and gets to work. Here's what will set you up for success:
Required
- 1+ year in operations, inventory, facilities, or purchasing
- Strong organizational skills with meticulous attention to detail
- Ability to manage multiple priorities in a fast-paced environment
- Clear, proactive communicator — verbal and written
- Comfortable working independently and taking initiative
- Physically able to lift up to 40 lbs, stand/walk for extended periods
Preferred / A Plus
- Experience in a veterinary or animal care setting
- Familiarity with Cubex or similar pharmacy/inventory systems
- Experience with Instinct or similar practice management software
- Knowledge of veterinary or medical supply terminology
- Experience coordinating events or managing facilities projects
- Background working with contractors, vendors, or service providers
Note: A veterinary background is not required, but this role does involve ordering hospital supplies including medications. Comfort learning medical supply terminology and following clinical ordering processes (including Cubex protocols) is essential.
Why Join Our Team
We're a 24/7 Emergency & Specialty Hospital, which means our work never stops, and neither does the need for someone who keeps everything running behind the scenes. This role matters. You'll see the direct impact of your work every day in the people around you: a team that has what it needs, a building that works the way it should, and a hospital our entire community is proud of.
We offer a collaborative, mission-driven environment where operational excellence is genuinely valued. If you're someone who thrives on variety, ownership, and making things better, this role was built for you.
Pay: $26.00 - $38.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Relocation assistance
- Vision insurance
Work Location: In person
