Purchasing Coordinator (On-call)

BALBOA BAY CLUB VENTURES LLC•Newport Beach, CA

2d•Onsite

About The Position

Assists Purchasing Manager and places orders through approved vendors. Responsible for the receipt, verification, and processing of all goods received by the property. Performs storeroom operations tasks including receiving, inspecting, documenting and distributing merchandise; storeroom organization; inventory and maintenance; and reporting stock level of merchandise to Manager. Responsible for overseeing, coordinating, reporting and performing purchasing activities. Will also determine funding source, tracking, analyzing trends, negotiating vendor agreements, and ensuring that purchasing activities are in line with Company policies and procedures and on the appropriate funding source. Receives and Inspects all deliveries according to property's policies and procedures to ensure daily compliance with all specifications and verifies that invoice or packing slip is present. Checks delivery invoice against purchase order (or other document) to verify weight, count, prices, and quality of goods received and accuracy of delivery. Refuses acceptance of damaged, unacceptable, or incorrect items. May assist with unloading deliveries from trucks. Provide requisition and purchasing support to all Departments. Inputting, coding and handling of all invoices. Analyze current orders, historical data, and other records to determine the best source for materials. Help expedite material to maintain production flow. Assist in inventory control and reporting. Work closely with centralized Purchasing, Accounting, and Quality departments to reconcile issues. Other duties as assigned by management. Reporting to work as scheduled (on time and on regular basis) is an essential function of the job. Receives and stores guest packages and notifies guests of receipt using hotel’s computer system. Delivers guest packages to front desk or guest rooms as required. Responds to guest inquiries and special requests promptly to ensure guest satisfaction. Notifies manager of guests’ complaints and unusual situations. May respond to lost and found calls and requests. Ships out items after obtaining guest information. Prepare shipping labels for outgoing packages. Reports maintenance deficiencies and items in need of repair to manager. May assist in the efficient operation of the loading dock area.

Requirements

High school diploma, general education degree (GED) or equivalent experience required.
One year of related experience required.
Completes required training as scheduled.
Ability to serve needs of guest through face-to-face interactions.
Demonstrate positive attitude and professional demeanor.
Requires communication and interpersonal skills and commitment to a high level of guest satisfaction.
Ability to perform basic math skills such as addition, subtraction, multiplication and division.
Ability to learn and use telephone and computer systems used at the hotel.
Working knowledge and skills of computer operation required.
Strong attention to detail and the ability to handle multiple tasks.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with guests and vendors.
Knowledge of various types of inventory methods and practices.
Must be at least 18 years of age.
Must have a valid current Food Handlers Card or willingness and ability to obtain one within 30 days of employment.
Standing and walking for sustained periods of time.
Works at a quick pace, maneuvering between work areas.
Grasping objects.
Reaching by extending hand(s) and arm(s) in any direction.
Stooping, kneeling and crouching.
Talking regularly and frequently needs to hear sounds or voices.
Balance is frequently required to prevent falling when walking, standing while moving or carrying boxes or supplies.
Pushing and pulling carts or boxes.
Lifting is regularly required to unload, load, and move boxes/deliveries, and perform.
Exerts up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to unpack deliveries and move boxes and materials around the property.
Visual acuity to operate motor vehicles.
Visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.
Subject to environmental conditions found working both inside and outside.
Subject to hazards which include proximity to moving mechanical parts, vehicles, equipment found in kitchens and food service areas, sharp objects, and exposure to cleaning chemicals.
Subject to hazards such as slick floors.
Subject to atmospheric condition such as fumes, odors, or dusts.

Nice To Haves

Food handling experience desired.
Valid Drivers' license in good standing with clean driving record to drive golf cart for deliveries.
Occasionally subject to extreme heat, with temperatures above 100 degrees for periods of more than one hour, i.e. while working around the kitchen.
Occasionally subject to extreme cold when working in refrigerated areas.
Occasionally subject to loud noise while working in or around the kitchen areas.

Responsibilities

Overseeing, coordinating, reporting and performing purchasing activities.
Determining funding source, tracking, analyzing trends, negotiating vendor agreements, and ensuring that purchasing activities are in line with Company policies and procedures and on the appropriate funding source.
Receiving and inspecting all deliveries according to property's policies and procedures to ensure daily compliance with all specifications and verifying that invoice or packing slip is present.
Checking delivery invoice against purchase order (or other document) to verify weight, count, prices, and quality of goods received and accuracy of delivery.
Refusing acceptance of damaged, unacceptable, or incorrect items.
Assisting with unloading deliveries from trucks.
Providing requisition and purchasing support to all Departments.
Inputting, coding and handling of all invoices.
Analyzing current orders, historical data, and other records to determine the best source for materials.
Expediting material to maintain production flow.
Assisting in inventory control and reporting.
Working closely with centralized Purchasing, Accounting, and Quality departments to reconcile issues.
Receiving and storing guest packages and notifying guests of receipt using hotel’s computer system.
Delivering guest packages to front desk or guest rooms as required.
Responding to guest inquiries and special requests promptly to ensure guest satisfaction.
Notifying manager of guests’ complaints and unusual situations.
Responding to lost and found calls and requests.
Shipping out items after obtaining guest information.
Preparing shipping labels for outgoing packages.
Reporting maintenance deficiencies and items in need of repair to manager.
Assisting in the efficient operation of the loading dock area.