Purchasing & Receiving Agent

Makeready LLC•Nashville, TN

About The Position

The Joseph, a Luxury Collection Hotel in Nashville, is seeking a detail-oriented, organized, and motivated full-time Purchasing & Receiving Agent to support the hotel’s purchasing, receiving, and inventory operations. The role helps ensure hotel departments have the products, supplies, and equipment needed to deliver exceptional guest experiences. It involves sourcing products, maintaining vendor relationships, processing purchase orders, receiving deliveries, and monitoring inventory while balancing quality, cost efficiency, and timely delivery. The agent supports purchasing needs across Food & Beverage, Culinary, Housekeeping, Engineering, Spa, Front Office, and other operational areas. The position also helps maintain accurate records, organized receiving and storage areas, and compliance with hotel policies, financial controls, food safety, sanitation, and workplace safety requirements. The role supports sustainability initiatives and the service standards expected of a luxury hotel.

Requirements

Minimum of 1–2 years of experience in purchasing, procurement, receiving, inventory management, or a related administrative or operational role.
Strong organizational skills and exceptional attention to detail and accuracy.
Basic understanding of purchasing procedures, inventory control, vendor management, and cost-conscious procurement practices.
Ability to accurately review purchase orders, invoices, packing slips, and financial documentation.
Proficiency in Microsoft Office applications, particularly Excel and Outlook.
Strong verbal and written communication skills and ability to collaborate across multiple hotel departments.
Excellent time-management skills and ability to prioritize competing requests in a fast-paced environment.
Strong problem-solving abilities and a proactive approach to resolving purchasing and receiving discrepancies.
Ability to work independently and contribute positively to a collaborative team environment.
Professional, dependable, and service-oriented attitude.
Flexibility to work a schedule based on operational and business needs.
Ability to stand, walk, bend, and lift or move supplies and deliveries as required, with or without reasonable accommodation.

Nice To Haves

Previous experience in a hotel, resort, restaurant, or hospitality environment.
Luxury hotel or Marriott experience.
Experience with purchasing, inventory management, or hotel financial systems.

Responsibilities

Support daily purchasing needs across hotel departments and process purchase requests and purchase orders according to established procedures and approval guidelines.
Obtain and compare vendor quotes and assist with cost-effective purchasing decisions that maintain product quality.
Track purchase orders, follow up on delayed shipments, and communicate delivery updates to departments.
Verify purchases against approved budgets, purchasing guidelines, and financial controls.
Maintain accurate purchasing records, vendor information, order confirmations, and supporting documentation.
Coordinate with department leaders on upcoming purchasing needs, including those related to occupancy, business levels, events, and seasonal demands.
Identify product availability, alternative suppliers, and purchasing options to support hotel operations.
Receive, inspect, and verify deliveries against purchase orders, invoices, and packing slips, including quantity, specifications, pricing, and condition.
Resolve discrepancies, shortages, damaged products, and incorrect deliveries with vendors and department leaders.
Maintain clean, organized, and secure receiving areas, storage rooms, and inventory locations.
Assist with inventory counts, stock rotation, par-level monitoring, and efforts to minimize waste and prevent shortages.
Ensure appropriate storage and handling of food, beverages, operating supplies, and other hotel products in accordance with safety and sanitation requirements.
Coordinate timely distribution of received goods to the appropriate departments.
Maintain records of inventory movements, receiving documentation, and product returns, and support monthly and periodic inventory counts.
Build and maintain professional relationships with vendors, suppliers, and internal department leaders; communicate about orders, delivery schedules, pricing, availability, and returns.
Respond to departmental purchasing requests and provide timely order-status updates.
Collaborate with Culinary and Food & Beverage leaders to support product availability for restaurant, banquet, and in-room dining operations.
Coordinate purchasing and deliveries for special events, seasonal promotions, and hotel initiatives.
Research alternative suppliers and products when needed to maintain quality and operational continuity.
Maintain purchasing and receiving records in accordance with Marriott, Makeready, and hotel policies.
Support compliance with food safety, sanitation, workplace safety, and inventory storage requirements.
Support hotel sustainability initiatives by identifying environmentally responsible purchasing opportunities and reducing unnecessary waste.
Maintain confidentiality of vendor pricing, contracts, purchasing agreements, and financial information.
Support an organized and efficient purchasing operation aligned with Forbes Travel Guide and Marriott Luxury Collection service expectations.
Perform additional purchasing, receiving, and inventory-related duties as assigned.

Benefits

Medical, dental, and vision insurance.
Life and Accidental Death & Dismemberment insurance.
Short-term and long-term disability coverage.
Voluntary hospital indemnity, accident, and critical illness insurance.
Optional legal assistance plan.
401(k) retirement savings plan with company match.
Tuition reimbursement opportunities.
Paid maternity and paternity leave.
Employee Assistance Program (EAP).
Paid Time Off, with up to four weeks available during the first year.
Additional birthday PTO.
Annual volunteer PTO.
Exclusive team member discounts at participating Makeready hotels, restaurants, spas, and retail outlets.
Opportunities for professional development, leadership growth, and career advancement.