Supply Clerk

About the role

The Supply Clerk/Inventory Admin is a non‑exempt position reporting to the Operations Manager/Assistant General Manager within Resort Operations. The role supports all department managers by organizing inventory, conducting monthly counts, ordering supplies, processing payments, and maintaining accurate records while ensuring confidentiality, reliability, quality, and productivity in accordance with company policies, the business code of ethics, FLSA regulations, and applicable laws.

Responsibilities

• Counts, tracks, and stocks inventory based on established PAR levels.
• Orders inventory as needed.
• Monitors for theft and other shortages.
• Enters inventory levels and changes into the computer system.
• Verifies orders and packing slips for accuracy and contacts vendors with discrepancies.
• Contacts and coordinates vendor packets, COI, and W9 information to create vendor accounts.
• Documents, verifies, and processes invoices.
• Monitors monthly resort invoices to ensure all invoices are submitted for payment.
• Coordinates with department managers to ensure all invoices are entered for the month.
• Reports balances of outstanding accounts receivable to the Regions VP of Operations, Assistant General Manager, etc., as requested.
• Prepares and submits monthly ageing reports.
• Reconciles vendor statements to invoices.
• Prepares and processes all invoices for review and approval by upper management.
• Manages vendor relations.
• Maintains files of all accounting information, payables & receivables, contracts, etc.
• Assists in preparing accounting analysis.
• Complies with all company policies and procedures.
• Performs all other duties as assigned.
• Performs all other related duties and projects assigned by the General Manager.

Requirements

• High school diploma or GED equivalent required.
• At least two (2) years of experience working in inventory/stores/materials management departments.
• Administrative skills including invoice processing, accounts payable, and vendor relationships.
• Understanding and knowledge of the Hospitality Industry.
• Valid driver’s license required.

Skills

• Clear written and verbal communications.
• Able to count and use basic math skills.
• Good time management skills.
• Excellent attention to detail.
• Able to maintain confidential information.
• Able to work in a team environment.
• Basic computer skills.
• Accounting background preferred.

Working Conditions

• Environmental exposure: noise, dust, humidity, heat, chemicals, and weather conditions.
• Physical activities: sitting (rarely), standing (frequently), reaching (frequently), stooping (frequently), bending (frequently), kneeling (frequently