Purchasing & Receiving Clerk

About the role

As part of the Procurement Division, which focuses on driving operational excellence, inventory integrity, and cost-effective sourcing, this role contributes to the seamless flow of goods and services that support every aspect of the guest and associate experience. You will report directly to the Director of Procurement, collaborating closely with Finance, Culinary, Food & Beverage, Housekeeping, Engineering, Talent & Culture, and other operational departments to ensure efficient receiving, inventory management, and procurement support across the hotel.

The Purchasing & Receiving Clerk plays a vital role in maintaining the integrity of the hotel's supply chain by ensuring all goods, materials, and equipment are received, inspected, documented, and distributed accurately and efficiently. This position supports financial controls, inventory accuracy, vendor compliance, and operational readiness by maintaining organized receiving processes and accurate procurement records. By providing exceptional service to internal stakeholders and external partners, the Purchasing & Receiving Clerk helps uphold Rosewood's commitment to quality, operational excellence, and luxury hospitality standards while ensuring the efficient movement of products throughout the property.

Responsibilities

• Receive, inspect, verify, and document all incoming deliveries against approved purchase orders and packing slips
• Ensure all deliveries meet Rosewood quality standards, product specifications, and contractual requirements
• Refuse, document, and communicate unauthorized, damaged, defective, incorrect, or expired products
• Accurately enter receiving data into BirchStreet Procurement and related hotel systems
• Verify quantities, pricing, product condition, and accompanying vendor documentation prior to acceptance
• Coordinate the movement of goods from the receiving dock to designated storage and operating areas
• Manage incoming and outgoing guest, associate, vendor, and internal department packages
• Maintain a safe, organized, and efficient loading dock, receiving area, and storage environment
• Support storeroom operations through product distribution, stock organization, and inventory management
• Process approved departmental requisitions and ensure timely delivery of requested items
• Monitor product rotation and identify inventory approaching expiration dates
• Assist with physical inventories, inventory reconciliation, and stock control procedures
• Ensure proper storage and handling practices for food, beverage, chemical, operating supply, and capital equipment inventories
• Maintain complete and accurate records of purchase orders, receiving reports, packing slips, invoices, and vendor documentation
• Process receiving discrepancies, returns, credit requests, and vendor-related issues promptly and accurately
• Assist Accounts Payable and Finance teams by ensuring accurate receiving documentation and invoice processing
• Support month-end closing activities and procurement reporting requirements
• Follow all safety procedures, food safety standards, OSHA requirements, and company policies
• Operate receiving equipment, pallet jacks, carts, forklifts, and company vehicles safely and responsibly
• Participate in training programs, departmental meetings, and continuous improvement initiatives
• Maintain positive working relationships with associates, guests, and vendors while delivering exceptional internal service
• Support special projects and assist procurement and storeroom operations as business needs require
• Model Rosewood's culture, vision, and values in