Purchasing & Inventory Coordinator

Job Description

Job Description

Purchasing & Inventory Coordinator

Company: Alley Pond Golf Center

Location: Douglaston, Queens, NY

Job Type: Full-Time

Pay: $20.00–$28.00 per hour, depending on experience

Work Location: On-site

POSITION SUMMARY

Alley Pond Golf Center is seeking an organized, responsible, and detail-oriented Purchasing & Inventory Coordinator to support purchasing and inventory needs across our restaurant, kitchen, office, and daily operations.

Purchasing is primarily handled through vendors, suppliers, online ordering, and scheduled deliveries. However, when urgent needs arise, inventory runs low, or certain items are more efficiently sourced locally, the employee may occasionally need to visit local supermarkets, wholesalers, restaurant suppliers, or other stores to purchase and pick up supplies directly.

Our purchasing needs primarily include restaurant and kitchen supplies such as meat, vegetables, seasonings, disposable items, cleaning and operational supplies, office supplies, and other materials needed for daily business operations.

The ideal candidate is cost-conscious, organized, responsive, and able to communicate effectively with employees and vendors from different language backgrounds.

Chinese (Mandarin) language ability is strongly preferred due to communication with certain vendors and business partners.

KEY RESPONSIBILITIES

Purchasing & Cost Control

• Manage day-to-day purchasing needs for the restaurant, kitchen, office, and other operational departments.
• Purchase restaurant and kitchen supplies, including meat, vegetables, seasonings, disposable items, and other regularly used products.
• Purchase cleaning, operational, and office supplies as needed.
• Place orders through vendors, suppliers, online platforms, and other appropriate purchasing channels.
• Compare prices across different purchasing channels to identify cost-effective options while considering quality, quantity, availability, and delivery time.
• Communicate with vendors regarding pricing, product availability, substitutions, lead times, deliveries, and order status.
• Track orders from placement through delivery and follow up on delayed, missing, incorrect, or damaged orders.
• Research and identify alternative vendors, products, and purchasing channels when needed.
• Maintain purchasing records, receipts, invoices, purchase orders, and other related documentation.
• Assist management with purchasing cost control and identify opportunities to reduce unnecessary expenses.

Inventory Management

• Regularly monitor inventory levels for frequently used restaurant, kitchen, office, and operational supplies.
• Identify low-stock items and coordinate replenishment before critical items run out.
• Work with the kitchen, restaurant, office, and other departments to understand usage and upcoming purchasing needs.
• Help establish appropriate reorder levels for frequently used items.
• Prevent unnecessary overstock, particularly for perishable products and items with limited shelf life.
• Assist with periodic physical inventory counts and investigate inventory discrepancies.
• Verify incoming deliveries and purchases against orders, receipts, invoices, and packing slips.
• Follow up on missing, incorrect, damaged, or incomplete orders.

Communication & Coordination

• Communicate regularly with kitchen staff, restaurant employees, management, office staff, and other departments regarding purchasing needs.
• Confirm product details, quantities, specifications, and urgency before making purchases.
• Work effectively in a multilingual and culturally diverse workplace.
• Use practical communication methods when language barriers exist to ensure the correct products are purchased.
• Keep requesting departments informed about order status, substitutions, delays, and expected delivery or pickup times.
• Maintain professional relationships with vendors, suppliers, and internal departments.

Occasional Local Purchasing

Most purchasing is completed through vendors, suppliers, online ordering, and scheduled deliveries.

However, occasional local purchasing or pickup may be required when:

• An important item is unexpectedly low or out of stock.
• A regular vendor cannot deliver within the required timeframe.
• An urgent operational need arises.
• A product is more readily or cost-effectively available from a local supplier.

In these situations, the employee may need to visit local supermarkets, wholesalers, restaurant suppliers, or other stores to purchase or pick up supplies directly.

The employee may also need to assist with loading, unloading, carrying, and organizing purchased items as reasonably required.

QUALIFICATIONS

• Previous experience in purchasing, inventory management, restaurant operations, hospitality, retail, supply chain, or a related field is preferred.
• Experience purchasing restaurant and kitchen supplies, operational supplies, or similar products is a strong plus.
• Familiarity with Chinese or Asian supermarkets, wholesalers, restaurant suppliers, or other local purchasing channels is a plus.
• Mandarin Chinese proficiency is strongly preferred.
• Strong communication skills and ability to work effectively with employees and vendors from different language backgrounds.
• Strong price-comparison and cost-control awareness.
• Good organizational skills and attention to detail.
• Ability to monitor inventory and anticipate purchasing needs rather than relying only on last-minute requests.
• Ability to manage multiple purchasing requests, vendors, and priorities.
• Comfortable using computers, email, spreadsheets, and basic purchasing or inventory systems.
• Microsoft Excel or Google Sheets experience is preferred.
• Reliable, responsible, and able to work independently.
• Ability to resolve purchasing, delivery, and inventory issues in a timely manner.
• Comfortable with occasional local purchasing and supplier pickup responsibilities.

COMPENSATION

$20.00–$28.00 per hour

Final compensation will be determined based on the candidate’s relevant purchasing and inventory experience, language skills, knowledge of local suppliers and purchasing channels, and overall qualifications.

BENEFITS

• Paid Time Off (PTO)
• Employee Meals

SCHEDULE

• Full-time
• On-site
• Schedule may vary based on operational needs

WORK LOCATION

Alley Pond Golf Center

Douglaston, Queens, NY

Alley Pond Golf Center is an equal opportunity employer. Employment decisions are based on qualifications, experience, business needs, and other job-related factors without regard to characteristics protected by applicable law.

Alley Pond is redefining what a golf experience looks like in New York.

We’re building more than a venue — we’re creating a social hub where golf, design, and lifestyle come together. From curated retail to elevated food & beverage, every detail is intentional.

This is a rare opportunity to be part of an opening team shaping the future of urban golf. If you enjoy fast-paced environments, take pride in execution, and want to grow with a brand from day one — you’ll fit right in.

Company Description

Alley Pond is redefining what a golf experience looks like in New York.\r\n\r\nWe’re building more than a venue — we’re creating a social hub where golf, design, and lifestyle come together. From curated retail to elevated food & beverage, every detail is intentional.\r\n\r\nThis is a rare opportunity to be part of an opening team shaping the future of urban golf. If you enjoy fast-paced environments, take pride in execution, and want to grow with a brand from day one — you’ll fit right in.