Procurement & Operations Executive

The Role

The Procurement & Operations Executive plays a key role in ensuring the smooth day-to-day operations of the hospital. This role combines hands-on operational support with strategic procurement and inventory management, ensuring that clinical and front desk teams have the supplies, equipment, and resources they need to deliver uninterrupted, high-quality patient care. You will spilt your time between hands on operations and procurement/inventory management.

Reporting to the Operations Manager/Assistant Hospital Director, you will manage supplier relationships, drive cost-effective purchasing and operational efficiency, and collaborate with internal stakeholders and vendors to maintain optimal inventory while ensuring compliance with hospital policies and regulatory requirements.

Key Responsibilities

1. Procurement & Inventory Management

• Procurement: Source and purchase medical supplies, medications, equipment, and operational materials

• Inventory Management: Track stock levels, manage ordering systems, implement cost controls

• Vendor Relations: Negotiate contracts, maintain supplier relationships, resolve issues

• Operations: Coordinate scheduling, manage budgets, ensure compliance with regulations

• Cost Control: Analyze spending, identify savings opportunities, optimize efficiency

• Team Coordination: Work with clinical and administrative staff to meet operational needs

• Documentation: Maintain records, prepare reports, track KPIs

2. Operational Support & Process Improvement

• Support the review, development, and continuous improvement of operational workflows.

• Oversee daily hospital operations – facility keep up

• Coordinate between frontdesk, nurses and vets to keep things running without bottlenecks

• Participate in scenario planning and hospital table-top exercises.

• Ensure daily operations and foundational services are executed smoothly and consistently to organizational standards.

• Support tracking and monitoring of KPIs, and optimize resource utilization.

• Execute initiatives to improve operational efficiency and workflow effectiveness.

• Assist in internal and external communications relating to operations.

• Support price revision exercises for inventory, including identifying critical items impacting margins or not aligned with pricing guidelines.

• Support onboarding of new staff and basic HR admin (PMS System, lockers management)

3. Facility & Fault Reporting Coordination

• Ensure hospital infrastructure and facilities remain functional and well-maintained.

• Track, report, and escalate operational issues promptly to management.

• Coordinate daily operational activities to ensure efficient service delivery.

• Maintain a strong understanding of departmental workflows and SOPs.

• Ensure safe and smooth operations across clinical and non-clinical areas.

4. Reporting & Administration

• Monitor and collate data on procurement, KPIs, and operational performance.

• Prepare and submit periodic reports for management review.

• Perform ad-hoc duties and projects as assigned.

Requirements & Qualifications

• Diploma in Supply Chain Management, Procurement, Business Administration, Logistics, or a related field.

• Minimum 5 years of experience in procurement, purchasing or related functions, with at least 2 years in veterinary, healthcare, pharmaceutical or medical environments.

• Experience with ERP or inventory managing systems, and proficiency with Microsoft Office applications.

• Strong knowledge of procurement processes, inventory management, and supplier relationship management.

• Strong negotiation, analytical, and problem-solving skills with strong attention to detail.

• Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments and with external suppliers.

• Customer-service oriented mindset.

• Able to work independently in a fast-paced, dynamic environment.

• Demonstrates initiative and a continuous improvement mindset.

• Problem-solving ability under pressure

• Budget management experience

Preferred Qualifications

• Veterinary industry experience
• Knowledge of veterinary supplies/pharmaceuticals
• Experience with vendor management systems