Inventory & Purchasing Coordinator

Surgical Republic LLC; Huntington Beach (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Surgical Republic LLC in Southern California is seeking an organized Inventory & Purchasing Coordinator to manage supplier orders and move products from receiving through customer delivery.

You will order from approved U.S. and international suppliers, maintain inventory records, pack and ship orders, and follow up on delays. The role requires attention to part numbers, quantities and packing details, with experience in inventory systems and shipping software preferred.

Qualifications

• Experience in inventory coordination, purchasing, warehouse operations or order fulfillment.
• Strong attention to part numbers, quantities, pack sizes and documentation.
• Comfortable using spreadsheets, inventory systems and shipping software.
• Reliable supplier follow-up and clear written communication.
• Ability to manage multiple open orders and flag problems early.
• Ability to perform the physical receiving, packing and shipping duties, with reasonable accommodation.
• Medical-device or surgical-instrument distribution experience is preferred. Experience with international purchasing, QuickBooks, Shopify or Fishbowl is helpful.

Responsibilities

• Purchasing and supplier follow-up: Place purchase orders using approved suppliers, part numbers, quantities and spending limits.
• Inventory and receiving: Receive deliveries, verify products and quantities, and record receipts and stock movements.
• Order tracking and communication: Maintain order tracker, notify delays, and ensure traceability of transactions.

Skills

Inventory coordination

Purchasing

Warehouse operations

Documentation

Spreadsheet usage

Shipping software

QuickBooks

Shopify

Fishbowl

Tools

QuickBooks

Shopify

Fishbowl

Job description

Surgical Republic | On-site — Southern California

About the role:

Surgical Republic supplies surgical instruments, disposables and implants to hospitals and surgery centers. We are seeking an organized, reliable Inventory & Purchasing Coordinator to manage supplier orders and move products accurately from receiving through customer delivery.

You will order from approved U.S. and international suppliers, maintain inventory records, pack and ship orders, and follow up on delays. Our customer-service team handles instrument cross-referencing and provides the approved product specifications and part numbers.

Responsibilities:

Purchasing and supplier follow-up

• Place purchase orders using approved suppliers, part numbers, quantities and spending limits.
• Confirm pricing, pack sizes, availability and delivery dates before ordering.
• Track open supplier orders and follow up on backorders or delayed shipments.
• Coordinate international shipment documentation with suppliers and freight/customs contacts.
• Flag unexpected freight charges, tariffs, price increases and delivery risks.
• Route substitutions or unclear product details to customer service for approval.
• Send supplier invoices and payment requests to the financial controller.

Inventory and receiving

• Receive deliveries and verify products, quantities and condition against purchase orders.
• Record receipts, stock movements and storage locations accurately.
• Maintain an organized, clearly labeled inventory area.
• Conduct regular cycle counts and investigate discrepancies.
• Monitor approved stock levels and submit replenishment needs.
• Track trial/demo instruments, returns and outstanding loaned inventory.
• Pick, check and pack the correct products and quantities.
• Prepare packing slips, shipping labels and required documents.
• Schedule carrier pickups and record tracking information.
• Coordinate partial shipments and backorders with customer service.
• Process approved returns and report damaged or incorrect items.

Order tracking and communication

• Keep the shared order tracker current, including supplier confirmations, delivery dates, blockers and shipment status.
• Notify customer service promptly when an order’s promised date is at risk.
• Maintain purchase orders, invoices and shipping records so each transaction can be traced.
• Log incoming customer checks and hand them to the authorized person for deposit.

How you will work with the team:

• Hassan, Customer Service: Provides cross-referenced products and approved part numbers; handles customer communication.
• Angelina, Financial Controller: Handles supplier payments, customer collections and financial reconciliation.
• Sales team: Provides approved trial requests and upcoming customer requirements.
• Sam, Owner: Approves spending exceptions, new suppliers and unusual purchasing commitments.

You will not independently select equivalent instruments, change approved specifications, set customer pricing or authorize supplier payments.

Qualifications:

• Experience in inventory coordination, purchasing, warehouse operations or order fulfillment.
• Strong attention to part numbers, quantities, pack sizes and documentation.
• Comfortable using spreadsheets, inventory systems and shipping software.
• Reliable supplier follow-up and clear written communication.
• Ability to manage multiple open orders and flag problems early.
• Ability to perform the physical receiving, packing and shipping duties, with reasonable accommodation.
• Medical-device or surgical-instrument distribution experience is preferred. Experience with international purchasing, QuickBooks, Shopify or Fishbowl is helpful.

What success looks like:

• Accurate inventory records and organized stock.
• Correct, complete customer shipments.
• Supplier orders placed within approved costs and quantities.
• Delays identified and communicated promptly.Clear tracking of every open order and trial return.
• Routine orders completed with minimal management intervention.