Description

Inventory and Facilities Coordinator

Thrive Mansfield

Full-Time

The Inventory and Facilities Coordinator plays a critical role in ensuring the hospital operates efficiently, safely, and without disruption by maintaining appropriate inventory levels and overseeing all facility and equipment needs. This position is responsible for the strategic and day-to-day management of medical and non-medical inventory, as well as the maintenance, functionality, and compliance of hospital facilities and equipment. This individual works closely with the Practice Manager and leadership team to support patient care, team efficiency, and financial stewardship.

Key Responsibilities:

Inventory Management:

• Oversee and maintain accurate inventory levels across all departments to ensure the hospital is consistently stocked with necessary medical supplies, pharmaceuticals, and consumables
• Utilize the hospital’s green tag system to proactively identify low-stock items and ensure timely reordering and replenishment
• Monitor and manage the hospital’s want list and backorder list on a weekly basis, communicating updates and anticipated delays to appropriate team members
• Ensure proper handling, tracking, and stocking of all controlled substances in accordance with hospital protocols and regulatory requirements
• Conduct weekly cycle counts in partnership with the Practice Manager to validate inventory accuracy and maintain appropriate stock levels
• Receive, reconcile, and validate all invoices in both Vetcove and Vetspire to ensure inventory and financial accuracy
• Lead and coordinate quarterly inventory counts, ensuring completion, accuracy, and submission of all required documentation by designated deadlines
• Identify opportunities to improve inventory processes, reduce waste, and enhance cost-efficiency while maintaining high standards of patient care

Facilities and Equipment Management:

• Ensure all hospital equipment and machinery are maintained in proper working order through routine monitoring, preventative maintenance, and timely repairs
• Coordinate directly with vendors, service providers, and manufacturers to troubleshoot issues, schedule repairs, and maintain service agreements
• Partner with the Practice Manager to forecast, budget, and plan for equipment repairs, replacements, and capital expenditures
• Maintain an organized and proactive approach to facility needs to minimize downtime and disruptions to hospital operations
• Oversee general facility upkeep and cleanliness, ensuring all areas of the hospital meet established standards for safety, organization, and presentation

Compliance and Safety:

• Partner with the OSHA Officer to ensure all required safety protocols are followed and documented appropriately
• Assist in maintaining the OSHA binder, ensuring all logs, records, and compliance documentation are accurate and up to date
• Support and verify completion of required safety checks, including (but not limited to) eyewash station testing, waste anesthetic gas monitoring, and ECO2 monitoring
• Promote a culture of safety, accountability, and adherence to hospital and regulatory standards

Communication and Leadership:

• Provide regular updates to the hospital team and leadership regarding inventory status, facility needs, ongoing projects, and action items
• Collaborate cross-functionally with clinical and administrative teams to anticipate needs and support workflow efficiency
• Maintain a high level of organization, accountability, and follow-through in all areas of responsibility
• Serve as a resource and point of contact for inventory and facility-related questions, concerns, and process improvements

Charge Capture and Financial Accuracy:

• Oversee and monitor daily charge capture for all in-house patients to ensure services, treatments, and supplies are accurately documented and billed
• Ensure all charges are entered daily outside of treatments recorded on the NOVA sheet, maintaining alignment between patient care and financial records
• Verify that all charges are attributed to the appropriate doctor to support accurate production reporting and accountability
• Proactively monitor patient estimates in real time, identifying cases approaching or exceeding approved estimates
• Communicate promptly with the responsible doctor and Shift Leader when patients are nearing their estimate to allow for timely client communication and approval
• Support the hospital’s financial health by minimizing missed charges, improving accuracy, and maintaining consistency in billing practices
• Collaborate with clinical and leadership teams to reinforce charge capture expectations and identify opportunities for process improvement

Qualifications:

• Previous experience in veterinary inventory management, facilities coordination, or a related operational role preferred
• Strong understanding of veterinary pharmaceuticals, medical supplies, and inventory control practices
• Familiarity with inventory management systems (e.g., Vetspire, Vetcove) preferred
• Knowledge of OSHA standards and hospital safety protocols preferred
• Strong organizational, problem-solving, and communication skills
• Ability to manage multiple priorities in a fast-paced, high-demand environment

About the Hospital

At Thrive Pet Healthcare Specialists Mansfield, we provide Specialty and 24/7 emergency care for pets, including holidays. Our skilled emergency veterinarians and technicians are experienced in handling urgent cases, performing procedures and surgeries at any time.

We offer a full range of emergency services, including in-house bloodwork, digital X-ray, anesthesia, surgery, oxygen support, transfusions, digital radiology, ultrasound, and endoscopy.

Benefits - our care in action

Thrive offers a suite of benefits to support team members’ emotional, physical, professional, and financial wellbeing. In addition to our health and life insurance, and short- and long- term disability plans, we offer eligible team members:

• Competitive pay
• 401(k) with employer match
• Mental health resources, including 24/7 access to Lyra Health
• Paid parental leave
• Purr-ental leave for when you adopt a pet
• Employer-sponsored childcare and elder care
• Personalized care for every family-forming journey
• Discretionary funds and FREE CE courses
• Pet perks and veterinary service discounts
• Student loan management tools and assistance
• Provide your best care with more bridges and less barriers.

We listen to your needs and then meet them. Through training and free CE experiences, your career development can flourish. And in our locally rooted, nationally connected community, you’ll be able to make connections, access opportunities and find support with ease.

Support for you is as vital as the support you provide.

You’ll Thrive with Us

At Thrive, you have the opportunity to develop your career in a way that best suits your goals. Take advantage of our comprehensive learning and skill-building programs to enhance your expertise. You can build your skills and earn credentials through:

• Our vast, diverse, and free library of continuing education courses - ThriveU
• Live, virtual interactive workshops to develop valuable leadership skills
• A program to designed to teach you the fundamentals of running a pet hospital
• Scholarship opportunities and tuition reimbursement
• Move into any specialty, hospital type, or environment - across the nation.
• Leadership training for a thriving and long career in the veterinary profession.

About Thrive

Vet-founded and Austin-born, Thrive Pet Healthcare has expanded to over 380 partner hospitals nationwide, united by a mission to shape the future of pet well-being through medical excellence, innovative technology, and a connected community of teams and partners.

We bridge general practice, urgent care, specialty, and emergency care, and our locally rooted, nationally connected hospitals benefit from Thrive's extensive resources while maintaining their unique identities.

We believe that supporting our people is the key to helping pets thrive through every stage of life.

Join us where #WeThriveTogether. We provide customizable professional development opportunities, a supportive work environment that values work-life rhythms, and 24/7 mental health support.

At Thrive Pet Healthcare, we are committed to creating a culture where everyone from any background can be heard, respected, and valued. We pledge to build an inclusive environment nurtured by respectful curiosity to support, encourage, and celebrate the diverse voices of our teams and the communities we serve.