What are the responsibilities and job description for the Purchasing Assistant position at Grey Oaks Country Club LTD?
About the Position:
The Purchasing Assistant supports the procurement process for all departments within the club, ensuring timely and cost-effective acquisition of goods and services. This role involves maintaining vendor relationships, tracking inventory, and assisting with administrative tasks to keep club operations running smoothly.
This position reports to the Director, Purchasing
About Grey Oaks Country Club
Recognized as one of Florida's premier private clubs, Grey Oaks Country Club opened in 1993 and encompasses the Grey Oaks and Estuary communities, featuring 54 holes of championship golf and exceptional lifestyle amenities. Our Facilities Include:
- 63,000-square-foot East Clubhouse
- Décor enhancements planned for 2026 and beyond
- Newly renovated 12,000-square-foot Golf Pro Shop (2025)
- Golf Performance Center featuring InRange technology
- 10 Har-Tru tennis courts
- 8 pickleball courts with dedicated pavilion
- Recently renovated 30,000-square-foot Wellness Center and Sports Complex (2024)
- Pool Café featuring indoor and outdoor dining overlooking a resort-style pool
- Estuary Clubhouse with dining, golf shop, and locker facilities, scheduled for renovation in 2028
With more than 350 team members, Grey Oaks has earned the prestigious Platinum Club of America designation multiple times and is widely recognized as a destination for hospitality excellence and professional development. Located in beautiful Naples, Florida, Grey Oaks is dedicated to creating exceptional experiences for members and guests every day. Learn more at www.greyoakscc.com.
About You:
You are a seasoned professional working in a high-quality, high-volume club or organization.
Above all else, you are a team player and value that in the people who always work for and with you.
You embody the values and culture that define our members and our Club. These values are reflected in your daily actions and your decision-making. You excel in communication, thrive in an independent work environment, and assume full accountability for your department, ensuring its success aligns with our shared standards of excellence.
- Assist in sourcing and purchasing food, beverage, and other club-related items.
- Prepare and process purchase orders accurately and in a timely manner.
- Maintain vendor files and update pricing information regularly.
- Communicate with culinary leaders regarding out-of-stock items and low inventory levels.
- Deliver purchased products to designated walk-in refrigerators throughout the club.
- Update inventory items and product pricing prior to month-end closing.
- Maintain coolers, freezers, storeroom and office space in accordance with club standards and local health department regulations.
- Verify deliveries against purchase orders and resolve any discrepancies.
- Assist with invoice matching and coordinate with the accounting department for payment processing.
- Ensure compliance with club policies and budgetary guidelines.
- Provide administrative support, including filing, data entry, and report generation.
- Ensure proper rotation and storage of all received products.
- Maintain cleanliness of the food transport vehicle.
- Observes safety and security procedures and uses equipment and materials properly and ensures that we provide a safe workplace for our team.
- Perform all other duties as assigned by management.
Qualifications:
- High school diploma or equivalent; associate degree preferred.
- 1–2 years of experience in purchasing, hospitality, or a related field.
- Strong organizational and time-management skills.
- Proficiency in Microsoft Office, particularly Excel, as well as purchasing software.
- Must be able to lift 50 lbs.
- Excellent communication and negotiation skills.
- Ability to work independently and collaboratively as part of a team.
- Availability to work weekends during peak seasonal periods.
- Must have excellent driving record
Compensation & Benefits:
- Grey Oaks offers a competitive compensation and benefits package, including:
- 401(k) plan with a generous employer match (for eligible team members)
- Comprehensive benefits program, including health, dental, vision, and more
- A positive, team-oriented work environment
- Opportunities for professional growth and development, working alongside top professionals in the hospitality and golf club industry