Hotel Receiving & Purchasing Clerk - Full Time

Millennium Hotels and Resorts•Sunnyvale, CA

2d•Onsite

About The Position

The Hotel Receiving & Purchasing Clerk supports the hotel’s daily operations by coordinating purchasing activities, receiving deliveries, maintaining accurate inventory records, and ensuring supplies and equipment move efficiently through the property. The role works closely with Finance, Culinary, Food & Beverage, and other departments to meet purchasing needs, monitor deliveries, verify invoices, and keep receiving and storage areas organized. Responsibilities span purchasing and procurement, receiving operations, inventory and storage management, cost control, vendor and department coordination, and safety and compliance. The clerk processes requisitions and purchase orders, communicates with approved vendors, inspects and records deliveries, tracks inventory, supports invoice matching and discrepancy resolution, and maintains purchasing and receiving documentation. The role also helps ensure proper food storage, temperature control, sanitation, safe material handling, and compliance with company procedures and workplace safety requirements. The position requires a high school diploma or equivalent and a Food Handler Card. An associate degree or related coursework is preferred. The posting prefers one to two years of relevant experience and notes that equivalent combinations of education and experience may be considered. The job is onsite in Sunnyvale, California, and pays $32.00 per hour.

Requirements

Food Handler Card required.
High school diploma or equivalent required.
Minimum one to two years of experience in purchasing, receiving, inventory control, warehouse operations, or a related field preferred.
Experience receiving merchandise, verifying purchase orders, and maintaining inventory records.
Ability to coordinate deliveries and communicate effectively with vendors and internal departments.
Understanding of proper storage, stock rotation, and inventory control practices.
Ability to maintain accurate documentation and follow established purchasing procedures.
Strong attention to detail and accuracy.
Excellent organizational and time-management skills.
Strong communication and interpersonal abilities.
Ability to manage multiple priorities and meet operational deadlines.
Basic understanding of purchasing, receiving, and inventory procedures.
Ability to work independently while collaborating with multiple departments.
Strong problem-solving skills and a proactive approach to daily responsibilities.
Commitment to confidentiality, accountability, and ethical purchasing practices.
Flexibility to work varying schedules based on operational and delivery needs.
Familiarity with purchasing, inventory management, and receiving systems.
Experience processing purchase orders, receiving reports, and vendor invoices.
Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
Ability to accurately enter, review, and maintain purchasing and inventory data.
Understanding of invoice matching and basic accounting procedures.
Knowledge of food and beverage receiving standards, including temperature verification and proper storage practices.
Ability to operate standard office equipment and material handling equipment when trained and authorized.
Ability to stand, walk, bend, reach, and move throughout receiving and storage areas for extended periods.
Ability to lift and carry up to 25 pounds regularly and handle heavier items with appropriate assistance or equipment.
Ability to push and pull carts and move supplies using approved material handling equipment.
Ability to perform computer-based administrative tasks as needed.

Nice To Haves

Previous experience in a hotel, restaurant, hospitality, or food service environment.
Experience supporting multiple departments in a fast-paced operational environment.
Experience with hotel purchasing or inventory systems such as BirchStreet, Fourth, or similar platforms.
Previous hotel purchasing or receiving experience.
Experience supporting Food & Beverage and Culinary purchasing operations.
Familiarity with hotel accounting and purchasing controls.
Experience conducting inventory counts and resolving discrepancies.
Knowledge of vendor coordination, purchase orders, and invoice reconciliation.
Previous hotel opening or preopening experience.
Bilingual abilities.
Associate degree or coursework in Business Administration, Accounting, Supply Chain Management, Hospitality Management, or a related field.

Responsibilities

Support daily purchasing activities for hotel departments, including Food & Beverage, Culinary, and general operations.
Prepare and process purchase requisitions and purchase orders in accordance with company procedures and authorization controls.
Coordinate with department leaders to identify purchasing needs and order requirements.
Communicate with approved vendors about pricing, product availability, order confirmations, and delivery schedules.
Monitor outstanding purchase orders and follow up on delayed or incomplete deliveries.
Assist with product sourcing, vendor quotations, and price comparisons when requested.
Maintain accurate purchasing records and supporting documentation.
Receive, inspect, and verify deliveries against purchase orders, packing slips, and invoices.
Confirm delivery quantities, descriptions, quality, and condition, and report damaged, missing, incorrect, or unauthorized goods.
Coordinate returns, replacements, and discrepancies with vendors and department leaders.
Record received merchandise in purchasing and inventory systems and communicate delivery status to relevant departments.
Distribute received goods to designated storage areas and departments and maintain receiving logs.
Assist with inventory levels, scheduled counts, and reconciliation across hotel storerooms and supply areas.
Organize receiving areas, storerooms, and inventory locations; follow FIFO stock rotation and monitor expiration dates and storage conditions.
Support inventory controls to reduce waste, loss, and unnecessary purchasing; maintain security and access controls for stored goods.
Match purchase orders, receiving records, and vendor invoices; identify and help resolve pricing, quantity, and billing discrepancies.
Coordinate with Finance and Accounts Payable on invoice processing and maintain documentation for audits.
Support cost-control and purchasing-efficiency initiatives and help monitor vendor pricing and potential savings.
Maintain productive relationships with vendors and coordinate delivery schedules to minimize disruption to hotel operations.
Partner with Culinary, Food & Beverage, Housekeeping, Engineering, and other departments on purchasing and inventory needs.
Assist with special projects, hotel events, and operational purchasing needs.
Maintain clean, organized, and safe receiving and storage areas; follow food storage, temperature-control, and sanitation requirements.
Comply with company purchasing policies, receiving procedures, OSHA regulations, and hotel safety procedures.
Use appropriate lifting, handling, and material movement practices and report hazards, unsafe conditions, or damaged equipment.
Maintain accurate records in accordance with company standards and handle purchasing responsibilities with confidentiality and accountability.