Purchasing Administrative Assistant

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 maintains supply forecasts. Communicates with hotel staff regarding Food and Beverage needs or requirements. Communicates with vendors to request quotes, place orders, request service, or manage billing.

Responsibilities

• 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

• 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.

Skills

• Must have prior knowledge of the 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.
• Proficiency with office machines: Microsoft Office, operate calculator/10-key, copier, fax, telephone.
• Ability to apply basic supervisory skills to plan, organize, and 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, while keeping all confidential material and information private.
• Ability to stand and/or sit and continuously perform essential job functions for the 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 of food & beverage 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.

Benefits

• 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 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.