Purchasing Coordinator

Summary

Assist the overall operations of the Purchasing and Receiving areas. To streamline and create effective duties to ordering, procurement, planning, and quality assurance of all food and beverage needs in the hotel. This includes processes and checklists in the ordering, delivery, storage, accounting, rotation, and inventory of all items specific to food and beverage, and any additional requests made from other departments within the hotel.

This position is highly supportive for the rotation and security of all items to keep shrinkage & loss to a minimum.

• Supervise all purchasing, receiving, and storage functions for all Food and beverage products.
• Maintain a 95% compliance with the Avendra program.
• Assist with month end inventories in recording, capturing, and inputting of correct data.
• Communicate clearly with the Accounting team to achieve a problem‑free month end process.
• Be fluent and proficient in the use, creation, and execution (as lead) with the Clearsky software for day to day operation and long‑term training of new leaders and associates.
• Ensure proper use of property mandated ordering and receiving tools and platforms (i.e., Clearsky, Report Safe, Ascend).
• Administer established and future policies and procedures for coordinating the requisition of food, beverage, and other materials from departments around the hotel, accurately recording request for order and billing purposes to other departments.
• Periodically review PARs to ensure they remain accurate for the needs of the hotel, focusing on commonly used items.
• Reconcile book to actual products in storage, resolve all discrepancies, keep accurate shrinkage records, conduct root‑cause analysis, and implement policies to eliminate recurrence.
• Create and enforce policies to manage storage areas in a safe, clean, and orderly manner.
• Attend and report relevant information at weekly F&B Meetings and Wage Meetings, taking minutes and distributing to appropriate parties.
• Organize and record monthly communication meetings for the Purchasing team, reporting to relevant parties.
• Develop, recommend, and implement process improvements to promote efficiency, faster service, and lower costs.
• Coordinate the training and submission of paperwork for monthly H&S trainings as set forth by the Director of Loss Prevention.
• Ensure all Purchasing and Receiving clerks work in a safe & secure manner, enforcing safe work procedures involving materials handling, lifting, and use of carts, forklifts, etc.
• Conduct daily stand‑up meetings, recognizing important topics and team achievements.
• Complete and timely follow‑through on associate training, communication, and development (e.g., Rex/Raps, Reviews, PCI Compliance, certification, Safe Food Handlers cards).
• Generate production reports and inventory transaction updates to keep the Executive Chef and Director of Food & Beverage informed of receiving/purchasing performance.
• Manage invoices in Report Safe to ensure all are up to date and current.
• Monitor slow‑moving and obsolete inventory, recommending disposal and conducting frequent stock checks.
• Communicate and complete MROs as required.
• Ensure appropriate distribution of costs when items are ordered in bulk and should be allocated across departmental lines.
• Manage vendor relationships and assist in building effective partnerships, serving as the primary point of contact for food & beverage vendors, overseeing various procurement contracts, and ensuring vendor relationships support the success of the hotel.
• Develop and grow the team to take on additional roles within the hotel/company as part of our continued growth strategy.

• Judgement/Decision Making
• Analysis Skills
• Integrity
• Organization/Planning
• Team Builder
• Energy
• Strategic Skills
• Adaptability
• Customer Focus
• Goal Setting
• Inspiring Followership
• Accountability
• Conceptual Ability
• Resourcefulness
• Communication – Oral and Written

• Strong problem‑solving skills
• Attention to detail
• Organization skills
• Ability to communicate effectively in writing and verbally in English to converse with vendors and other associates and managers within the hotel
• Ability to multi‑task in a fast‑paced environment, with…