Purchasing Clerk

Job Description

Job Description

Description:

The Purchasing Clerk is responsible for supporting the resort's purchasing, receiving, and inventory functions by ensuring materials, supplies, and equipment are ordered, received, stored, and distributed accurately and efficiently. This position works closely with vendors and internal departments to maintain appropriate inventory levels, verify deliveries, and support cost-effective purchasing practices while maintaining organized records and compliance with company policies.

Responsibilities:

• Receive, inspect, and verify shipments for accuracy of quantity, quality, and supporting documentation.
• Match incoming materials with purchase orders, packing slips, and invoices to ensure accurate receiving and payment processing.
• Record, maintain, and update purchasing and inventory transactions in company systems.
• Label, sort, store, and organize materials and supplies in designated storage areas while maintaining proper stock rotation.
• Monitor inventory levels, conduct routine inventory counts, and notify management of shortages or replenishment needs.
• Issue supplies, materials, and equipment to departments and team members as needed.
• Prepare purchase orders, obtain required approvals, and assist with sourcing products and obtaining pricing from approved vendors.
• Coordinate with department leaders regarding purchasing requests, inventory needs, and supply requirements.
• Communicate with vendors, delivery drivers, and internal departments regarding deliveries, shortages, returns, or discrepancies.
• Report damaged, missing, or incorrect items promptly and coordinate returns or replacements as necessary.
• Prepare and maintain documentation related to purchasing, receiving, inventory transfers, returned goods, and internal distribution of supplies.
• Maintain accurate purchasing files, vendor records, reports, and other department documentation.
• Support cost-saving initiatives by identifying purchasing efficiencies and maintaining positive vendor relationships.
• Assist with unloading deliveries using carts, hand trucks, or other approved equipment.
• Maintain clean, organized, and safe receiving and storage areas in accordance with company standards and safety procedures.
• Provide administrative support to the Finance and Purchasing departments as assigned.
• Perform other duties as assigned to support resort operations.

Education & Experience

• High school diploma or equivalent required.
• One (1) to two (2) years of purchasing, receiving, inventory, warehouse, or related experience preferred.
• Hospitality, restaurant, grocery, or resort experience is a plus.

• Strong attention to detail and organizational skills.
• Basic knowledge of food and beverage products, alcoholic beverages, and general resort supplies preferred.
• Ability to accurately maintain records and inventory information.
• Strong verbal and written communication skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office, including Excel and Outlook.
• Ability to learn and utilize purchasing and inventory management software.

Physical Requirements

• Ability to stand and walk for extended periods of time.
• Ability to bend, stoop, kneel, and reach as necessary.
• Ability to lift and carry up to 50 pounds with or without reasonable accommodation.
• Ability to push or pull carts, hand trucks, or similar equipment.
• Ability to work in varying temperatures, including indoor and outdoor environments.