Purchasing Supervisor

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Job Summary

Oversees and directs all procurement activities for food, beverages, office supplies, equipment, and other operational needs of the club. Holds full responsibility for food inventory management, storage control, and product availability across all departments, ensuring optimal stock levels, cost efficiency, and operational continuity. Provides leadership and supervision to purchasing staff, establishing priorities, workflows, and performance expectations to ensure efficient and compliant operations. Collaborates closely with the Executive Chef and Finance Director to develop purchasing strategies and support operational and event-related needs. Accountable for vendor management, cost control initiatives, and maintaining high standards of quality and service.

Essential Job Duties

• Works with Finance Director to ensure that club purchasing practices are in line with Institute Purchasing standard operating procedures
• Works closely with the Executive Chef to assist in purchasing food for private parties, special club events ,and a la carte dining.
• Assumes full leadership and operational oversight of the purchasing department, including planning, coordination, and execution of all procurement activities
• Leads vendor selection, contract negotiations, and bid processes to secure optimal pricing, quality, and service levels
• Develops and manages inventory strategies, including establishing par levels, monitoring usage trends, and implementing controls to optimize inventory levels and minimize waste and shrinkage
• Directly supervises, trains, and evaluates staff, including conducting performance reviews and disciplinary actions as needed
• Leads the monthly inventory of food, China glass, and silverware
• Assists in maintaining budgeted food cost
• Ensures that established Athenaeum requisitioning and issuing policies are maintained and followed
• Maintain a refrigeration log for all Athenaeum refrigeration to be checked daily. Listing should include refrigerator number and the time of day
• Responds to after-hours vendor issues and logistical needs, ensuring timely resolution of urgent supply chain disruptions and continuity of operations
• Acts as the primary liaison between purchasing and all operating departments (F&B, events, maintenance, administration)
• Maintain all storerooms, refrigerators, and freezers clean and in orderly condition
• Must have a California Food Handler Card or the ability to obtain one within 30 days
  
  

Basic Qualifications

• Requires a minimum of 10 years progressively responsible purchasing experience in a dining facility
• Proven ability to lead operations in a fast-paced, service-oriented environment, including managing competing priorities
• Familiarity with private club operations is preferred
• Must possess excellent communication, (oral and written) interpersonal and organizational skills
• Must be a self-starter and able to prioritize multiple tasks, work with minimal supervision, exercise good judgment, be highly motivated and detail oriented
• Fluent in English, read and write
• Must be able to lift 50 lbs.
• Must be able to stand for long periods of time
• Proficient in Microsoft Word and Excel
  
  

Required Documents

• Resume
  
  

Hiring Range

$60,200 - $76,000 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at