PURCHASING/RECEIVING CLERK

Purchasing & Receiving Lead / Back of House Manager

Kohanaiki is currently accepting resumes for the position of Purchasing & Receiving Lead / Back of House Manager for its invitation-only private club community in Kailua-Kona, Hawaii.

The Purchasing & Receiving Lead / Back of House Manager is responsible for coordinating the day-to-day purchasing, receiving, verification, organization, and distribution of goods and supplies throughout the Club, while also providing direct oversight of Stewarding operations. This position serves as an important link between Club departments, vendors, Accounting, Culinary, Food & Beverage, Housekeeping, and Operations to ensure products are ordered accurately, received properly, documented appropriately, and delivered to the appropriate department in a timely manner.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced private club environment. This individual will maintain strong purchasing and receiving controls while providing exceptional service to internal departments and maintaining positive relationships with Club vendors.

The Purchasing & Receiving Lead / Back of House Manager reports directly to the Director of Housekeeping and works closely with department leaders, Accounting, Culinary, Food & Beverage, Golf, Housekeeping, Spa, Ocean Activities, Facilities, and other Club operations.

Essential Job Functions:

• Coordinate the purchasing process for assigned Club departments and operational needs.
• Review approved purchase requests and purchase orders for accuracy, completeness, pricing, quantities, and appropriate authorization.
• Obtain pricing and availability from approved vendors when necessary.
• Prepare and place purchase orders in accordance with Club purchasing procedures.
• Monitor order status, backorders, substitutions, and expected delivery dates.
• Communicate purchasing delays or product availability issues to the appropriate department leader.
• Assist departments with identifying alternative products when requested items are unavailable.
• Maintain current vendor information, pricing, product specifications, and ordering procedures.
• Develop and maintain positive, professional relationships with vendors and suppliers.
• Monitor purchasing patterns and identify opportunities for cost savings, improved efficiency, and better inventory management.
• Ensure purchases are made in accordance with established Club policies and approved vendor relationships.
• Obtain appropriate approval for purchases outside established department budgets or purchasing guidelines.
• Assist the Director of Housekeeping with purchasing reports, vendor reviews, pricing analysis, and other operational projects.
• Receive daily deliveries from vendors and ensure products are delivered to the appropriate receiving area.
• Verify deliveries against purchase orders, packing slips, invoices, and/or receiving documentation.
• Inspect products for correct quantities, quality, freshness, damage, expiration dates, and specifications.
• Identify and document shortages, overages, damaged goods, incorrect products, and substitutions.
• Ensure refrigerated, frozen, perishable, and temperature-sensitive products are handled appropriately and promptly.
• Record receiving information accurately and in a timely manner.
• Coordinate returns, credits, replacements, and vendor discrepancies.
• Maintain organized receiving areas and ensure deliveries do not obstruct Club operations.
• Ensure products are properly labeled, stored, and routed to the appropriate department.
• Follow all applicable food safety, sanitation, workplace safety, and Club receiving procedures.
• Maintain a clean, safe, organized, and professional receiving environment.
• Provide direct day-to-day oversight of the Stewarding team, including work assignments, scheduling, coverage, and follow-through.
• Coordinate Stewarding priorities with Culinary and Food & Beverage leadership to support daily operations, events, and peak business periods.
• Ensure dishwashing, kitchen and bar cleaning, floor care, trash removal, and other assigned back-of-house sanitation responsibilities are completed consistently and to Club standards.
• Maintain clear checklists, cleaning standards, and accountability for Stewarding work areas and responsibilities.
• Support training, coaching, and development of Stewarding Team Members and address performance or attendance concerns in partnership with the Director of Housekeeping and Human Resources.
• Ensure Stewarding operations follow applicable food safety, sanitation, workplace safety, and Club standards.
• Coordinate Stewarding support for receiving, product put-away, employee meal service, special events, and other back-of-house operational needs as assigned.
• Assist with maintaining accurate inventory records for designated Club supplies and products.
• Conduct periodic inventory counts and reconcile physical inventory with system records.
• Monitor inventory levels and communicate potential shortages or excess inventory to department leaders.
• Assist in establishing appropriate par levels and reorder points.
• Monitor product usage, waste, spoilage, and variances when applicable.
• Help ensure proper rotation of perishable products using FIFO principles.
• Maintain documentation necessary for accurate invoice matching and payment processing.
• Partner with Accounting to resolve invoice discrepancies, pricing differences, missing documentation, and vendor credits.
• Maintain organized purchasing and receiving records in accordance with Club procedures.
• Provide responsive and professional service to Club departments.
• Communicate clearly with department leaders regarding orders, deliveries, shortages, substitutions, and vendor issues.
• Develop strong working relationships with Culinary, Food & Beverage, Golf, Spa, Housekeeping, Facilities, Ocean Activities, and administrative departments.
• Respond promptly to urgent operational purchasing needs while maintaining appropriate approval and purchasing controls.
• Demonstrate an understanding that purchasing and receiving directly impact the Member Experience.
• Maintain confidentiality regarding Club operations, purchasing information, vendor pricing, and other sensitive business information.
• Maintain professional relationships with approved Club vendors.
• Communicate professionally regarding orders, delivery schedules, pricing, product quality, credits, and discrepancies.
• Assist with vendor performance tracking and periodic vendor evaluations.
• Notify the Director of Housekeeping of recurring vendor issues or opportunities for improvement.
• Support the development of competitive pricing and sourcing opportunities when appropriate.
• Coordinate vendor deliveries to minimize disruption to Club operations and Member-facing areas.
• Ensure purchasing documentation is complete, accurate, and properly authorized.
• Assist with three-way matching of purchase orders, receiving records, and invoices where applicable.
• Monitor pricing discrepancies and communicate them to Accounting and/or the appropriate department leader.
• Assist with monthly purchasing and receiving reconciliation.
• Maintain accurate records for audits and internal reporting.
• Support budget tracking and expense-control initiatives.
• Protect Club assets by following established purchasing and receiving controls.
• Maintain a professional appearance and demeanor consistent with private club standards.
• Follow all Club policies, procedures, safety standards, and applicable regulations.
• Maintain regular and reliable attendance.
• Be available to work a flexible schedule based on Club operational needs, including occasional weekends, holidays, or early morning receiving periods.
• Assist with special events, large deliveries, inventory projects, and other operational needs as assigned.
• Perform other duties and responsibilities as assigned by the Director of Housekeeping.

Candidate Qualifications:

• Previous purchasing, receiving, inventory, warehouse, hospitality, food & beverage, or related experience.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to work independently while maintaining strong communication with multiple departments.
• Strong computer skills and ability to learn purchasing, inventory, and accounting systems.
• Ability to communicate professionally with vendors, Club leadership, and team members.
• Ability to lift, carry, and move boxes and supplies as required by the position.
• Ability to work in refrigerated, outdoor, warehouse, and other varying environments as necessary.
• Experience in a private club, luxury hospitality, resort, hotel, restaurant, or similar high-service environment.
• Experience with purchasing or inventory management software.
• Experience with food and beverage purchasing and receiving.
• Familiarity with food safety and proper handling of perishable products.
• Experience working with vendor contracts, pricing, credits, and invoice reconciliation.
• Previous experience supporting multiple operational departments.

Compensation:

The Purchasing & Receiving Lead / Back of House Manager role is a Salaried, Exempt, Full-Time Position with