Purchasing Coordinator

About the Role

Assist the overall operations of the Purchasing and Receiving areas to streamline and create effective duties for ordering, procurement, planning, and quality assurance of all food and beverage needs in the hotel. This includes processes and checklists in the ordering, delivery, storage, accounting, rotation, and inventory of all items specific to food and beverage, as well as additional requests from other hotel departments. The role focuses on minimizing shrinkage and loss through secure and efficient rotation of items.

Responsibilities

• Supervise all purchasing, receiving, and storage functions for all food and beverage products.
• Maintain 95% compliance with the Avendra program.
• Assist with month-end inventories, including recording, capturing, and inputting correct data.
• Communicate clearly with the Accounting team to ensure a problem-free month-end process.
• Lead the use, creation, and execution of Clearsky software for day-to-day operations and long-term training of new leaders and associates.
• Ensure proper use of property-mandated ordering and receiving tools and platforms (e.g., Clearsky, Report Safe, Ascend).
• Administer policies and procedures for coordinating requisitions of food, beverage, and other materials from hotel departments.
• Accurately record requests for order and billing purposes across departments.
• Periodically review PARs to ensure accuracy for hotel needs.
• Keep the team focused on PARs for commonly used items to ensure availability when in demand.
• Ensure reconciliation of book-to-actual products in storage; resolve discrepancies and conduct root cause analysis to prevent recurrence.
• Enforce policies for managing storage areas in a safe, clean, and orderly manner.
• Attend and report relevant information at weekly F&B and Wage Meetings; take minutes and distribute to appropriate parties.
• Organize and record monthly communication meetings for the Purchasing team and report to appropriate parties.
• Develop, recommend, and implement process improvements to promote efficiency and cost reduction.
• Coordinate training and submission of paperwork for monthly Health & Safety (H&S) Trainings as directed by the Director of Loss Prevention.
• Ensure all Purchasing and Receiving clerks work safely and securely, adhering to all safety policies and procedures.
• Enforce safe work procedures for materials handling, lifting, and equipment use (e.g., carts, forklifts).
• Conduct daily stand-up meetings, addressing key topics and recognizing team and individual achievements.
• Complete timely follow-through on associate training, communication, and development (e.g., Rex/Raps, Reviews, PCI Compliance, certifications, Safe Food Handlers cards).
• Generate production reports and inventory transaction updates for the Executive Chef and Director of Food & Beverage.
• Manage invoices in Report Safe to ensure all are up-to-date and current.
• Monitor slow-moving and obsolete inventory; make recommendations for disposal and conduct frequent stock checks.
• Communicate and complete MROs (Maintenance, Repair, and Operations) as required.
• Ensure appropriate distribution of costs for bulk-ordered items allocated across departmental lines.
• Manage vendor relationships and build effective partnerships; serve as the primary point of contact for food and beverage vendors.
• Oversee procurement contracts for services and ensure vendor relationships support hotel success.
• Develop and grow the team to take on additional roles within the hotel/company as part of continued growth strategy.

Requirements

• High School Diploma or GED; college degree preferred.
• Food Handler Certification.
• 1+ years of purchasing/receiving experience (asset).
• Supervisory experience (asset).
• Working knowledge of the hotel/restaurant industry preferred.

Skills

• Judgement and decision-making.
• Analytical skills.
• Integrity and organization/planning.
• Team-building and leadership.
• Energy, adaptability, and customer focus.
• Goal-setting and accountability.
• Conceptual ability and resourcefulness.
• Strong oral and written communication skills in English.
• Problem-solving and attention to detail.
• Organization and time management.
• Interpersonal skills using tact, discretion, and courtesy.
• Ability to multi-task in a fast-paced environment with changing priorities.
• Ability to remain calm and composed under pressure.
• Proficiency in arithmetic calculations.
• Proficiency in Windows Office, Microsoft Office, and POS systems.
• Proficiency in Clearsky Operating System and related tools.

Working Conditions

Significant walking is required to move throughout the hotel. Tasks may involve standing, sitting, and walking for extended periods (up to 8-10 hours). Vision is required for supervising intake of items, managing reports, invoices, requisitions, and distributing items across the hotel.

Benefits

• Medical, Dental, and Vision insurance.
• Life Insurance.
• Employee Assistance Program (EAP).
• 401(k) retirement plan.
• Vacation and Paid Time Off (PTO).
• Tuition Reimbursement.
• Complimentary and discounted hotel rooms.

Pay

Compensation starts at $19.35 per hour.