Purchasing and Recieving Coordinator

Position Overview

The Purchasing Coordinator is responsible for all hotel purchasing and receiving functions, with a primary focus on Food & Beverage operations. This role ensures timely procurement, accurate receiving, proper inventory handling, and cost control. The Purchasing Coordinator also manages all incoming mail and packages for the hotel, ensuring prompt and organized distribution to all departments.

Essential Functions

Purchasing

• Procure food, beverage, and operating supplies in alignment with hotel needs and budget.
• Maintain appropriate inventory levels to support operations while minimizing waste.
• Source vendors, obtain competitive pricing, and support cost control initiatives.
• Prepare and process purchase orders in accordance with company standards.
• Maintain approved vendor relationships and ensure compliance with brand requirements.

Receiving

• Receive, inspect, and verify all deliveries against purchase orders and invoices.
• Ensure all goods meet quality and safety standards, particularly perishable items.
• Accurately document all received items and resolve discrepancies promptly.
• Ensure proper storage and rotation of goods in accordance with FIFO standards.

Inventory Control

• Maintain organized storage areas across all departments.
• Assist with inventory counts and reconciliation processes.
• Monitor usage trends and communicate shortages or overages.

Mail & Package Distribution

• Receive, log, and distribute all hotel mail and packages.
• Coordinate with carriers (FedEx, UPS, USPS, etc.) for inbound and outbound shipments.
• Maintain secure and organized package storage areas.

Administrative

• Submit invoices to Accounting accurately and in a timely manner.
• Maintain purchasing and receiving records for audit and compliance purposes.
• Support other departments with purchasing needs as required.

Qualifications

• High school diploma or equivalent required; college coursework preferred.
• Minimum of 2 years of purchasing, receiving, or inventory experience; hospitality experience preferred.
• Working knowledge of Food & Beverage products and inventory practices.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient in basic computer systems and purchasing/inventory software.
• Ability to lift up to 50 lbs and work in varying environments (dock, storage, kitchen).

Core Competencies

• Accountability: Ensures accuracy in purchasing, receiving, and documentation.
• Financial Discipline: Supports cost control and efficient inventory management.
• Organization: Maintains structured and efficient storage and tracking systems.
• Communication: Effectively coordinates with vendors and internal departments.
• Problem Solving: Resolves discrepancies and operational challenges proactively.

Work Environment

• Combination of office, receiving dock, kitchen, and storage areas.
• Exposure to varying temperatures, including coolers and freezers.
• Schedule flexibility required based on delivery and operational needs.

Physical Requirements

• Frequent standing, walking, bending, and lifting.
• Ability to lift and move items up to 50 lbs.

Disclaimer

This job description is not intended to be all-inclusive. Associates may be required to perform other duties as assigned to meet the ongoing needs of the organization.