Director of Purchasing and Receiving

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Full Time Management Mauk, GA, US

23 days ago Requisition

Director of Purchasing and Receiving

Department: Administration / Operations
Reports To: Chief Financial Officer / General Manager
Classification: Exempt
Location: The Fall Line-Butler, GA

About The Fall Line

The Fall Line is a premier private destination golf and sporting club located in Southwest Georgia. The Club features two 18-hole golf courses designed by Ogilvy, Cocking and Mead, a 9-hole short course, and world-class shooting, hunting, and angling facilities. Multiple dining and lodging options, together with a 25-acre working farm, support an exceptional hospitality experience across the Club's 4,500-acre property.

Position Summary

The Director of Purchasing and Receiving is responsible for leading and overseeing the Club's purchasing, procurement, receiving, inventory control, and vendor management functions. This position ensures that goods and services are sourced efficiently, received accurately, properly documented, and aligned with The Fall Line's operational, financial, and service standards.

Working closely with department leaders, Finance, Culinary, Golf Operations, Golf Course Maintenance, Hospitality, Farm Operations, Housekeeping, and other functional areas, the Director develops purchasing strategies that support quality, cost control, operational readiness, and exceptional member service.

The Director will establish consistent purchasing and receiving procedures, strengthen internal controls, manage vendor relationships, identify cost-saving opportunities, and ensure departments have the products and materials necessary to operate at the highest level.

Essential Duties and Responsibilities

Purchasing and Procurement

• Lead purchasing and procurement activities across Club departments, ensuring purchases support operational needs, quality expectations, approved budgets, and established policies.
• Develop and maintain standardized purchasing processes, approval requirements, and documentation procedures.
• Partner with department leaders to forecast purchasing needs and ensure adequate availability of critical products and supplies.
• Source products, equipment, materials, and services from qualified vendors while balancing quality, availability, cost, and service.
• Solicit and evaluate competitive bids and proposals for significant purchases and recurring goods or services.
• Negotiate pricing, terms, delivery schedules, service agreements, rebates, and other vendor arrangements.
• Identify opportunities to consolidate purchasing and leverage the Club's overall purchasing volume.
• Monitor market conditions, product availability, and pricing trends that may impact Club operations.
• Maintain appropriate purchasing records, contracts, pricing agreements, and vendor documentation.
• Ensure purchases are properly authorized and comply with established financial controls.

Receiving and Inventory Control

• Oversee the Club's receiving function and establish consistent standards for the acceptance, inspection, documentation, and distribution of deliveries.
• Ensure received products are matched against purchase orders, invoices, packing slips, and established specifications.
• Verify quantities, product quality, condition, pricing, and delivery accuracy.
• Establish procedures for addressing shortages, damaged goods, incorrect shipments, substitutions, and vendor credits.
• Ensure products are promptly distributed to the appropriate department or secured in designated storage areas.
• Develop inventory control practices that reduce waste, loss, duplication, and unnecessary purchasing.
• Coordinate regular physical inventories and cycle counts as appropriate.
• Assist departments in establishing appropriate par levels and inventory standards.
• Maintain strong controls over high-value, sensitive, or frequently purchased inventory.
• Partner with Finance to investigate and resolve discrepancies between purchase orders, receiving documentation, invoices, and inventory records.
• Develop and maintain professional relationships with vendors, suppliers, contractors, and service providers.
• Establish expectations related to product quality, delivery standards, responsiveness, pricing, and service.
• Evaluate vendor performance and address recurring quality, service, delivery, or billing concerns.
• Maintain an approved vendor list and ensure…