What are the responsibilities and job description for the Purchasing Coordinator position at Balboa Bay Resort & Club?
Position Summary:
Assists Purchasing Manager and places orders through approved vendors. Responsible for the receipt, verification, and processing of all goods received by the property. Performs storeroom operations tasks including receiving, inspecting, documenting and distributing merchandise; storeroom organization; inventory and maintenance; and reporting stock level of merchandise to Manager.
Responsibilities:
- Responsible for overseeing, coordinating, reporting and performing purchasing activities. Will also determine funding source, tracking, analyzing trends, negotiating vendor agreements, and ensuring that purchasing activities are in line with Company policies and procedures and on the appropriate funding source.
- Receives and Inspects all deliveries according to property's policies and procedures to ensure daily compliance with all specifications and verifies that invoice or packing slip is present. Checks delivery invoice against purchase order (or other document) to verify weight, count, prices, and quality of goods received and accuracy of delivery. Refuses acceptance of damaged, unacceptable, or incorrect items. May assist with unloading deliveries from trucks.
- Provide requisition and purchasing support to all Departments.
- Inputting, coding and handling of all invoices.
- Analyze current orders, historical data, and other records to determine the best source for materials.
- Help expedite material to maintain production flow.
- Assist in inventory control and reporting.
- Work closely with centralized Purchasing, Accounting, and Quality departments to reconcile issues.
- Other duties as assigned by management.
- Reporting to work as scheduled (on time and on regular basis) is an essential function of the job.
Other Responsibilities/Supportive Functions:
1. Receives and stores guest packages and notifies guests of receipt using hotel’s computer system. Delivers guest packages to front desk or guest rooms as required. Responds to guest inquiries and special requests promptly to ensure guest satisfaction. Notifies manager of guests’ complaints and unusual situations.
2. May respond to lost and found calls and requests. Ships out items after obtaining guest information. Prepare shipping labels for outgoing packages.
3. Reports maintenance deficiencies and items in need of repair to manager.
4. May assist in the efficient operation of the loading dock area.
Note: This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.
Qualifications:1. High school diploma, general education degree (GED) or equivalent experience required.
2. One year of related experience required. Food handling experience desired.
3. Completes required training as scheduled.
4. Requires ability to serve needs of guest through face-to-face interactions. Must demonstrate positive attitude and professional demeanor. Requires communication and interpersonal skills and commitment to a high level of guest satisfaction.
5. Requires ability to perform basic math skills such as addition, subtraction, multiplication and division.
6. Requires ability to learn and use telephone and computer systems used at the hotel. Working knowledge and skills of computer operation required.
7. Strong attention to detail and the ability to handle multiple tasks. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
8. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with guests and vendors.
9. Knowledge of various types of inventory methods and practices.
10. Requires valid Drivers' license in good standing with clean driving record to drive golf cart for deliveries. Must be at least 18 years of age. Must have a valid current Food Handlers Card or willingness and ability to obtain one within 30 days of employment.
11. Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel. Work schedules will include working on holidays, weekends and alternate shifts.
12. Must maintain a clean appearance and professional demeanor.
Special Skills & Abilities/Mental and Physical Demands:
While performing the duties of the job the team member regularly stands and walks for sustained periods of time. Works at a quick pace, maneuvering between work areas. The team member frequently grasps objects. The team member regularly reaches by extending hand(s) and arm(s) in any direction. The team member frequently stoops, kneels and crouches. The team member talks regularly and frequently needs to hear sounds or voices. Many aromas and smells are present in the storerooms, kitchen and dining areas. Balance is frequently required to prevent falling when walking, standing while moving or carrying boxes or supplies. The team member frequently pushes and pulls carts or boxes. Lifting is regularly required to unload, load, and move boxes/deliveries, and perform. Exerts up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to unpack deliveries and move boxes and materials around the property. The team member is required to have visual acuity to operate motor vehicles. The team member is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned. The team member is subject to environmental conditions found working both inside and outside. The team member is occasionally subject to extreme heat, with temperatures above 100 degrees for periods of more than one hour, i.e. while working around the kitchen. Occasionally subject to extreme cold when working in refrigerated areas. The team member is occasionally subject to loud noise while working in or around the kitchen areas. The team member is subject to hazards which includes proximity to moving mechanical parts, vehicles, equipment found in kitchens and food service areas, sharp objects, and exposure to cleaning chemicals. Other hazards may include slick floors. The team member is occasionally subject to atmospheric condition such as fumes, odors, or dusts.
(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Salary : $24 - $26