Purchasing & Inventory Assistant

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

The Purchasing & Inventory Assistant is a multi-faceted role critical to the smooth daily operations of a large private ranch. This position balances precise inventory management and local procurement with high-touch hospitality and administrative support. The ideal candidate is highly organized, detail-oriented, tech-savvy, and possesses a strong service-oriented mindset to support staff, and assist with the day-to-day needs.

• Digital Inventory Management:
  Use Sortly to input new inventory, tag items, and track assets accurately.
• Tracking & Logging:
  Use Smartsheet to log product purchasing status, delivery dates, perform the initial scan of received goods, and provide weekly progress updates.
• Financial Tracking:
  Scan, track, and log receipts and purchasing expenses using Ramp.
• Stock Optimization:
  Recommend minimum/maximum stock levels; review new storeroom requests for correct descriptions, units, packaging, and categories.
• Sourcing & Shopping:
  Research, order, and shop locally for departmental supplies, cleaning products, household equipment, grounds supplies, employee snacks, breakroom supplies and guest amenities, including groceries, specialty culinary items, and household provisions.
• Fit-Ups:
  Assist with preparing, organization, and staging of furnishings, supplies and other items.

• Guest Amenities:
  Assemble SWAG welcome packets, print branded gear tags, and maintain accurate logs of guest sizes, distributions, and inventory. Assist in maintaining the SWAG storefront.
• Errands & Concierge:
  Conduct personal shopping, grocery runs, and specialized errands for clients and guests.
• Wardrobe Care:
  Handle dry cleaning and laundry drop-offs/pickups.
• Mail & Parcel Logistics:
  Manage all incoming and outgoing mail and packages for clients and guests, ensuring prompt delivery to guest spaces.

• Event Logistics:
  Support event planning by preparing materials, coordinating logistics, and sourcing unique supplies.
• Vendor & Staff Support:
  Coordinate local vendor services and facilitate orders and pickups for the staff.
• Cross-Department
  
  Collaboration:
  
  Support department leads by identifying, and fulfilling ongoing operational needs.

• Records Management:
  Organize digital and physical records, track supply usage, and provide regular updates on purchasing activities.
• Routine Audits:
  Conduct weekly physical inventory checks to ensure back stock is accurately replenished at optimal times.
• Team Alignment:
  Maintain positive, productive, and collaborative working relationships across all departments.

• Experience:
  
  2-4 years experience in procurement, luxury hospitality, or high-end administrative support preferred.
• Tech
  
  Skills:
  
  Demonstrate proficiency with inventory tracking, expense management platforms (e.g. Sortly, Smartsheet, and Ramp, or comparable tools); ability to learn new systems quickly. Strong general digital literacy is required.
• Transportation:
  Valid driver’s license and a clean driving record for running local errands.
• Discretion:
  Demonstrate ability to maintain absolute privacy, confidentiality, and discretion regarding high-net-worth clients and guests.
• Judgement & Independence:
  Exercises independent judgement to resolve non-routine issues within established guidelines under general supervision.

• Ability to lift up to 50 lbs.
• Ability…