Job Description
Job DescriptionDescription:
The Purchasing Clerk at Palm House plays a vital operational role in supporting the procurement and inventory functions across all departments. This position assists with purchasing, receiving, inventory tracking, and vendor coordination to ensure that goods, materials, and services are ordered, received, and distributed accurately, efficiently, and in alignment with Palm House’s financial controls, sustainability goals, and Forbes Five-Star standards.
Working closely with the Purchasing Manager and Finance team, the Purchasing Clerk helps maintain seamless operations for Culinary, Housekeeping, Engineering, and Administrative departments by ensuring consistent availability of high-quality supplies. The ideal candidate is detail-oriented, organized, and capable of thriving in a fast-paced luxury hospitality environment.
Key Responsibilities
Purchasing & Vendor Support
- Assist with creating, processing, and tracking purchase orders in accordance with approved budgets and purchasing policies.
- Communicate with approved vendors regarding order status, delivery schedules, backorders, and discrepancies.
- Support vendor setup and documentation collection in compliance with company standards.
- Maintain accurate vendor files, pricing lists, and product specifications.
Receiving & Inventory Control
- Receive, inspect, and verify deliveries to ensure accuracy, quality, and compliance with purchase orders.
- Coordinate with departments to confirm receipt of goods and resolve delivery issues promptly.
- Assist with inventory counts, par level tracking, and stock rotation following FIFO standards.
- Ensure proper storage, labeling, and handling of food, chemicals, and operating supplies.
Administrative & Financial Support
- Enter purchasing and receiving data accurately into Opera Cloud, and Unifocus systems.
- Match purchase orders, receiving documents, and invoices; flag discrepancies for review.
- Support the Finance team with documentation needed for invoice processing and audits.
- Maintain organized records of purchase orders, receiving logs, and inventory reports.
Compliance & Quality Assurance
- Ensure purchasing and receiving activities comply with internal controls, company policies, and health and safety regulations.
- Support sustainability initiatives by assisting with waste reduction and responsible sourcing practices.
- Assist in maintaining compliance with food safety, chemical handling, and storage regulations.
Collaboration & Communication
- Work closely with department leaders to support operational needs and ensure timely delivery of supplies.
- Communicate clearly with Culinary, Housekeeping, Engineering, and Operations teams regarding order status and inventory availability.
- Participate in purchasing meetings as needed to review open orders and inventory needs.
- Other duties as assigned.
Qualifications
- Associate’s or Bachelor’s degree in Business, Supply Chain, Hospitality Management, or related field preferred.
- Minimum 2–3 years of purchasing, receiving, or inventory experience, preferably in a hotel or resort environment.
- Familiarity with hospitality purchasing systems such as, Opera Cloud, and Unifocus preferred.
- Strong attention to detail and organizational skills.
- Basic understanding of purchasing procedures, cost control, and inventory management.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Ability to communicate effectively with vendors and internal teams.
- High level of professionalism, integrity, and accountability.
Physical Requirements
- Ability to stand, walk, and conduct receiving and inventory activities for extended periods.
- Ability to lift, move, or transport goods up to 40 pounds.
- Frequent bending, reaching, and carrying during receiving and storage activities.
- Flexibility to work early mornings, weekends, or holidays based on delivery schedules and business needs.
Requirements: