Purchasing Administrative Assistant

Job Description

Job Description

Why Hilton Sandestin Beach?

At Hilton Sandestin Beach, we believe that exceptional service begins with an exceptional team. To deliver the best experiences for our guests, we seek out talented individuals who share our passion and vision. Our team members are the driving force behind everything we do, and their dedication is what allows us to create memorable moments for every guest. By joining Hilton Sandestin Beach, you become part of a community of leaders focused on your personal growth and long-term success.

What We Offer:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Free daily meal service (lunch or dinner)
• Health insurance
• Paid time off
• Vision insurance

About the Role:

Assists with daily administrative operations within the Purchasing department.  Maintains office and hotel guest supply inventories and orders.  Processes invoices by coding, filing, and processing with accounting for vendor payment.  Tracks expenses and maintain supply forecasts.  Communicates with hotel staff regarding Food and Beverage needs or requirements.  Communicates with vendors to request quotes, place orders, request service or for managing billing. 

Essential Functions:

• Enters purchase orders, order placement, and expense tracking.  Accounting practices include coding invoices, assisting with tracking of supply invoices/credits.  Monitors forecasting to ensure expenses are coded correctly and accurately.
• Communicates with vendors regarding orders, invoices/credits, service calls, as needed.  Actively seeks best price for goods when placing orders.  Gathers supply orders under the direction of the Manager. 
• Oversees office organization, interdepartmental mail, phone calls, departmental filing.  Enters and tracks departmental repair requests. Tracks departmental paid time off and absences.  Runs weekly attendance reports, updates ADP ensuring employee time keeping and coding is correct.
• Reviews daily storeroom transfers and requisitions to ensure accuracy.  Updates requisition/inventory templates, as needed.  Communicates with Storeroom Manager/Supervisor. Communicates interdepartmental requests to the Purchasing Manager.
• Assists with monthly inventory operations, audits, and or recounts.

Supportive Functions:

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, at the discretion of the manager based on the particular requirements of the hotel.

• Performs duties of storeroom receiving clerk, receiving, filling requisitions, rotation of stock, and assistance with month-end inventories.

• Performs any general cleaning tasks using standard hotel cleaning products to adhere to health standards.
• Participates in hotel/department meetings.

Job Knowledge, Skills, and Abilities:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Must have prior knowledge of food & beverage industry.  Prior experience with purchasing procedures, accounting practices, and inventory control preferred.

• Ability to read, write, and speak the English language sufficient to complete forms, inventories, read billings, invoices, and communicate with co-workers and purveyors.

• Ability to accurately input information into a computer using Microsoft Word and Excel.   Basic mathematical and computer skills necessary. Office machines: Microsoft Office, operate calculator/10-key, copier, fax, telephone.

• Ability to apply basic supervisory skills to plan, organize, train, as necessary.

• Ability to multi-task, coordinate, and operate in a fast-paced environment.

• Ability to effectively deal with customers and vendors, some of whom will require high levels of patience, tact, and diplomacy and keeping all confidential material and information private.

• Ability to stand and/or sit and continuously perform essential job functions for duration of shift.

Qualifications:

Education:

Any combination of education, training or experience that provides the required knowledge, skills and abilities. College degree preferred.

Experience:

Two years food & beverage and experience at a similar volume property.  Experience in shipping and receiving preferred.  Supervisory experience preferred.

Licenses and Certificates:

None required.  Ability to obtain any government licenses or certificates.  For example:  Florida State Health Certificate. 

More about the Company:

Due to the seasonal and business nature of the hospitality industry, employees may be required to work varying schedules and hours to reflect the staffing needs of the hotel.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other tasks be performed when circumstance changes in the hotel (i.e.: emergencies, changes in personnel, workload, rush jobs, or technological developments.)

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.