Receiver & Purchasing Agent

Appellation Healdsburg•Healdsburg, CA

1d•Onsite

About The Position

The Receiver & Purchasing Agent plays a vital role in the daily culinary and hospitality operations of the hotel. This position is responsible for the intake, quality control, processing, and internal distribution of all goods and inventory across multiple departments, as well as placing and tracking all purchase orders for the Food & Beverage department. The ideal candidate possesses a proactive, “can-do” attitude and the critical thinking skills required to see the next obvious task without needing constant direction. They must be highly organized, detail-oriented, and comfortable bridging hands-on warehouse and kitchen support with precise digital and financial data entry. This is not a lead role; it reports directly to the Executive Chef and culinary leadership team.

Requirements

1+ year of experience in a receiving, stewarding, purchasing, or kitchen support role, preferably in hospitality or F&B.
Strong computer skills; proficiency in Microsoft Office (Outlook, Excel, Word) and comfort with ordering platforms and inventory systems.
Must possess a valid California Driver’s License with a clean driving record (no recent moving violations; zero DUI/DWI offenses).
Strong numerical accuracy when verifying quantities, matching invoices, and inputting financial totals.
Strong attention to detail and commitment to cleanliness, food safety, and accuracy.
Ability to lift up to 100 lbs regularly and stand/walk/bend for the duration of an 8-hour shift.
Familiarity with food handling and storage best practices.
Professional communication skills and a proactive, team-first mindset.
Serve Safe certification (or California Food Handler’s Card) required within first two weeks of employment.
Must be able to successfully pass a pre-employment drug test.

Nice To Haves

Experience with MarginEdge or similar inventory/purchasing platforms.
Previous experience in a luxury hospitality or fine dining environment.
Multilingual capabilities; fluency in Spanish is a strong plus.
Operational experience with pallet jacks, forklifts, or other material-handling equipment.
CPR and Basic First Aid certification.

Responsibilities

Receive and verify all incoming deliveries, checking contents against purchase orders and invoices for accuracy.
Inspect all perishable items upon arrival for freshness and spoilage; immediately remove and report any sub-standard product.
Unbox and re-package items according to the Chef’s exact specifications.
Ensure 100% of incoming products are properly labeled and dated before storage.
Monitor and log temperatures of refrigerated/frozen deliveries per HACCP and company standards.
Dispose of spoiled, damaged, or unsafe product per protocol.
Deliver and distribute received products efficiently to their respective outlets: Folia, Beeline, Banquet, and Hotel operations.
Monitor and replenish all essential kitchen fuels daily, including Wood, Charcoal, and Propane.
Rotate product following FIFO (First In, First Out) protocols and maintain clean, organized receiving and storage areas.
Break down all cardboard boxes, remove trash, and dispose of garbage into designated dumpsters throughout the shift.
Conduct regular inventories of dry goods, refrigerated, frozen, and cleaning supplies.
Ensure all walk-ins and storerooms are labeled, rotated, and cleaned regularly.
Report facility or equipment issues (refrigeration units, carts, loading dock, etc.) to engineering for repair.
Place all daily and weekly food and beverage purchase orders on behalf of the culinary team using the property’s approved procurement system or platforms.
Generate daily order sheets specifically for Dairy and Dry Goods; maintain an active, running list of items that need to be ordered.
Maintain and update par levels, order guides, and vendor contact information in coordination with the Executive Chef and sous chefs.
Generate and distribute a daily arrivals list to relevant department heads detailing scheduled deliveries, order contents, and expected timing.
Immediately document all delivery invoices by scanning/uploading them directly into MarginEdge (or property-designated system) for inventory tracking.
Input the total dollar amount of each invoice into monthly tracking sheets to maintain an accurate, real-time checkbook and budget ledger.
Review and reconcile purchase orders against invoices and packing slips; flag discrepancies to culinary leadership and the finance team.
Maintain organized digital and/or paper records of all purchase orders, approvals, and vendor communications.
Support month-end inventory counts and purchasing reconciliation with culinary leaders.
Attend the daily briefing meeting with Chefs and kitchen staff to determine product requirements for the following day.
Communicate proactively with chefs and sous chefs regarding order status, delivery discrepancies, damages, shortages, or substitutions.
Coordinate with the kitchen, housekeeping, engineering, and administrative teams to ensure all departments receive deliveries in a timely manner.
Assist the culinary team with special product requests or large orders.
Support and facilitate shipping/return parcels from the resort.
Maintain a positive, professional attitude while representing the hotel’s values and commitment to excellence.
Maintain an organized and well-stocked inventory of receiving supplies (e.g., labels, markers, gloves, scales, etc.).
Provide support to stewarding and housekeeping staff when needed.
Comply with all safety procedures and departmental SOPs.