About Pollock Clinics

Pollock Clinics is a trusted leader in mens health care, dedicated to improving the quality of life for our patients. With over 30 years of experience, we have become a recognized provider of innovative treatments, offering advanced medical care in areas such as vasectomy, circumcision, erectile dysfunction, and penile implant surgery.

Our commitment to excellence has allowed us to positively impact thousands of lives by reducing suffering and restoring confidence in patients. By combining compassionate care with cutting-edge treatments, we strive to provide a seamless and supportive patient experience.

Join Our Team

As we continue to expand and improve our services, we are seeking a Sourcing, Inventory & Accounts Coordinator to play a vital role in ensuring our clinics operate efficiently. This role directly contributes to the quality of care we deliver by managing essential resources, ensuring supplies are available, and supporting accurate financial processes all of which enable our clinical teams to focus on delivering exceptional care to our patients.

If you're looking to join a purpose-driven organization that is dedicated to improving lives, we encourage you to apply.

Position Summary

TheSourcing, Inventory & Accounts Coordinatorplays a key role in integrating inventory management, procurement, and financial processes to ensure operational efficiency, financial accuracy, and effective resource management. This role is structured to align responsibilities that naturally support one another, ensuring a logical workflow and improved accountability.

Location:New Westminster with some travel to other clinic locations
Schedule:Full-time, Monday to Friday, on-site
Salary:$65,000 annually + benefits

Key Responsibilities

Sourcing, Inventory & Procurement Management

Vendor Relations & Sourcing:

• Manage and oversee relationships with 30+ vendors to maintain strong partnerships and ensure timely fulfillment of supply requests.
• Build and maintain positive relationships with vendor representatives to secure competitive pricing and reliable service.
• Connect franchise doctors with current vendors to fulfill their sourcing needs.
• Support franchise doctors with medical supply requests and ensure timely shipping.
• Develop and execute sourcing strategies to maintain a consistent supply of materials at optimal cost and quality.

Inventory Oversight & Controls:

• Monitor and manage inventory levels to meet demand while avoiding overstocking.
• Conductmonth-end inventory counts and valuationto ensure inventory records align with accounting reports and support financial accuracy.
• Perform regularinventory auditsto identify inefficiencies, minimize shrinkage, and maintain proper accounting controls.
• Organize and manage deliveries ofoffice,medical, andkitchensupplies to ensure proper organization and efficient inventory control.

Invoice Management & Tracking:

• Approve invoices under $10,000 and liaise with the accounting department to ensure accurate financial tracking.
• Oversee 13+ franchise doctor accounts, ensuring receipts are uploaded in a timely manner for financial reconciliation.
• Ensure all invoices are matched withpurchase ordersanddelivery receiptsas part of thethree-way matching processto strengthen financial controls.

Receipt Management & Compliance:

• Ensure timely uploading of receipts inFloatfor vendor-related expenses to maintain accurate financial records.
• Ensure inventory purchases are coded correctly to reflect accurate asset valuation.

Accounts Payable & Financial Administration

Accounts Payable:

• Process day-to-day accounts payable, including invoice data entry, verification, and ensuring timely payments of valid business expenses.

Patient Payment Receipts:

• Deposit and reconcile patient payment receipts frequently and accurately to maintain up-to-date financial records.

Employee Reimbursements:

• Process employee reimbursement requests accurately and efficiently, ensuring proper documentation and compliance with company policies.

Financial Audits & Controls:

• Maintain documentation of inventory movements, purchases, and adjustments to support internal and external audits.
• Assist accounting in reconciling inventory costs, ensuring financial records accurately reflect inventory on hand.

Education & Certification

• Diploma or degree inBusiness Administration,Supply Chain Management,Accounting, or a related field.
• Certification inInventory Management,Procurement, orAccounts Payableis an asset.
• Strong understanding offinancial processes,accounting principles, andinventory control.

Experience

• 3+ yearsof experience in a similar role involvinginventory management,procurement, oraccounts payable.
• Experience working withmultiple vendorsandmanaging vendor relationships.
• Familiarity withhealthcare procurementormedical inventoryis a plus.
• Experience withfinancial reconciliation,invoice management, andexpense tracking.

Skills & Competencies

• Strong organizational skillswith the ability to manage multiple priorities and tasks.
• Excellent attention to detailto ensure accurate inventory counts, financial reporting, and compliance.
• Effective communication skillsto liaise with vendors, franchise doctors, and internal teams.
• Proficiency in financial software(e.g.,QuickBooks,Float, Plotoo) and inventory tracking systems.
• Intermediate to advanced Excel skillsfor reporting, tracking, and data analysis.
• Ability to work independently with minimal supervision while ensuring accountability and accuracy.
• Problem-solving skillsfor handling inventory discrepancies, invoice issues, or supplier challenges.