Medical Inventory and Systems Manager - Boca Raton, FL

The Role · The Medical Inventory & Systems Manager is responsible for ensuring formulary accuracy, formulary integrity, and service line consistency across all Pet Care Center centralized systems and supporting platforms. This role owns the operational execution and auditing of f ...

Job description

The Role

The Medical Inventory & Systems Manager is responsible for ensuring formulary accuracy, formulary integrity, and service line consistency across all Pet Care Center centralized systems and supporting platforms. This role owns the operational execution and auditing of formulary items, formulary changes, and service line data across Vetspire, VetCove, and related tools.

This individual serves as a cross-functional partner to Medical Operations, Operations, Regulatory, Vetspire, and Development teams to ensure data continuity, compliance, and operational reliability. The role also acts as a primary communicator to PCC teams—leading inventory review readouts, facilitating organizational meetings, and translating system updates into clear operational guidance.

What You'll Do

Inventory Systems Accuracy & Formulary Operations

• Own end-to-end accuracy of medical formulary items across all systems, including SKU mapping, pricing, usage status, and lifecycle management.
• Lead the operational execution of formulary and inventory requests (tickets), including urgent and non-urgent workflows, in alignment with the Formulary & Inventory Request SOPs
• Audit data of inventory and formulary regularly to identify discrepancies, redundancies, or outdated items and drive corrective action.
• Ensure accurate linkage and validation between VetCove, Vetspire, Inventory resources, and PIM systems prior to release or communication.
• Partner with supply chain and vendors to support sourcing continuity, backorder mitigation, and item replacements.

Service Line & PIMS Data Management

• Assist in the creation, updating, and auditing of service line items within PIM systems to ensure clinical accuracy, operational usability, and billing integrity.
• Collaborate with Medical Leadership to ensure service line definitions align with clinical standards and operational workflows.
• Support testing, validation, and documentation of service line changes prior to rollout.
• Execute on ticket requests including Vetspire line item, coupon, and discount code creation.

Cross-Functional Systems & Regulatory Collaboration

• Serve as a key liaison between Medical Operations, Regulatory, Finance, Vetspire, and Development teams to maintain system continuity and compliance.
• Partner with Regulatory teams to ensure inventory and service line changes align with state and federal requirements.
• Support development initiatives by providing operational context, testing feedback, and validation for inventory- or service-related system changes.
• Participate in incident resolution related to inventory, formulary, or service line errors that impact PCC operations.
• Serve as primary Account liaison for opening and maintaining vendor and partner accounts and communicate changes in account structure or vendor updates as indicated.
• Coordinate vendor delivery, escalations, and communication.

PCC Communication & Change Management

• Act as a primary point of contact for PCC teams regarding inventory reviews, formulary changes, and service line updates.
• Lead organizational meetings, training sessions, and readouts to communicate inventory findings, decisions, and next steps.
• Develop clear, concise communication materials (slides, summaries, SOP updates) for national calls, newsletters, and direct PCC outreach.
• Translate complex system or data changes into actionable guidance for clinical and operational teams.

Reporting, Auditing & Continuous Improvement

• Produce regular reports on inventory accuracy, formulary utilization, and system integrity.
• Identify trends, risks, and improvement opportunities related to inventory usage, redundancy, or inefficiency.
• Continuously evaluate and refine SOPs, audit processes, and documentation to improve scalability and reliability.
• Ensure follow-through and closure on action items within established SLAs.

Who You Are

• Strong systems-thinking and attention to detail
• Excellent written and verbal communication skills, including executive- and field-facing communication
• Ability to lead meetings and present findings to diverse audiences
• Strong cross-functional collaboration and stakeholder management
• High level of organization and ability to manage multiple priorities simultaneously
• Comfort operating in evolving, fast-paced environments
• Proficiency with Vetspire or similar PIMS strongly preferred
• Proficiency with Google Workspace and Microsoft Office
• 3+ years of experience in medical operations, inventory management, healthcare systems, or veterinary operations
• Prefer demonstrated experience with inventory, formulary, or service line management across multiple locations
• Prior experience working cross-functionally with regulatory, technology, or development teams preferred
• Veterinary ecosystem experience strongly preferred
• Experience leading meetings and operational change initiatives preferred

Compensation & Benefits

• Annual salary range: $70,000– $90,000 (based on experience, skills, and location)
• Annual performance-based bonus, sign-on bonus, and equity grant eligibility
• Health, dental, vision, disability, and life insurance
• Generous PTO + company-paid holidays
• Travel reimbursement & company-covered lodging

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.  Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Petfolk is an equal-opportunity employer. It is the company's policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, or veteran status.