Inventory Management Specialist

Responsibilities

• Stock Replenishment & Distribution Coordination
• Customer Service & Stakeholder Coordination
• Returns, Recalls & Reutilization
• Daily Inventory Monitoring & Data Entry
• System Accuracy & Process Maintenance

Essential Functions And Responsibilities

• Daily Inventory Monitoring & Data Entry
• Maintain accurate and up-to-date inventory records in the GIP or equivalent automated system.
• Enter receipts, adjust stock levels, and update reorder points and par levels.
• Verify all supply deliveries and ensure documentation is complete and correct.
• Monitor on-hand inventory levels and initiate replenishment actions for expendable supplies and durable medical equipment (DME).
• Coordinate with warehouse teams to ensure timely supply distribution.
• Respond to urgent or expedited inventory needs and support clinical operations.
• Serve as a primary resource for clinical staff regarding stock availability, usage, and substitutions.
• Resolve discrepancies, backorders, and supply delays by coordinating with vendors and internal departments.
• Communicate inventory impacts or shortages proactively to stakeholders.
• Process item returns and coordinate with property management regarding disposal or reutilization.
• Track and respond to medical product recalls in collaboration with the VA National Center for Patient Safety.
• Document all recall and return actions for compliance and audit purposes.

Inventory Audits, Spot Checks & Reconciliation

• Conduct daily spot checks and weekly cycle counts to verify accuracy.
• Investigate and resolve variances between system data and physical stock.
• Provide reports of audit findings and recommend corrective actions to the COR.
• Ensure all items are correctly barcoded, labeled, and assigned to proper locations.
• Maintain organized, clean, and compliant storage areas.
• Identify inefficiencies in inventory processes and recommend improvements.
• Support system updates, data integrity checks, and workflow enhancements.

Physical Requirements

• Ability to lift and carry items up to 50 lbs.
• Extended periods of walking, standing, bending, and material handling.
• Work in storage rooms, clinical environments, and warehouse areas.
• Conditions may vary from clean clinical environments to hot, cold, drafty, or dimly lit spaces.
• Physical risks include exposure to dust, pollutants, infectious material, and potential for scrapes or falls.
• PPE must be worn in accordance with facility guidelines.
• Movement between sterile and non-sterile zones requires careful attention to hygiene standards.

Required Education and/or Experience

• Preferred High school diploma or equivalent required.
• Four years’ experience in inventory management, supply chain, or healthcare logistics.
• Knowledge of inventory control principles, stock rotation, and supply chain workflows.
• Experience using automated inventory systems such as GIP, barcoding software, or similar platforms.
• Strong analytical and problem-solving skills.
• Able to maintain high accuracy and attention to detail.
• Effective communication and customer service skills.
• Able to follow aseptic techniques and comply with infection control policies.
• Prior experience in healthcare logistics, medical supply management, or VA Logistics operations.
• Familiarity with clinical supply usage patterns and hospital inventory workflows.
• Experience with cycle counting, reconciliation, and process documentation.