Purchasing/Receiving Coordinator at HIDEAWAY GOLF CLUB

Description

KEY RESPONSIBILITIES

• Convert approved requisitions into POs; obtain quotes and compare pricing, lead times, and rebates for preferred brands/specs.
• Maintain vendor lists, price files, SKUs, and substitutions; monitor contract/pricing compliance.
• Schedule deliveries to align with pars, production schedules, events/BEOs, and tournament calendars.
• Track open orders/backorders; communicate delays and alternatives to the Executive Chef, F&B Manager, and Golf Shop Manager.
• Reconcile invoices to POs and resolve discrepancies with vendors and Accounts Payable prior to month-end.
• Identify cost-savings, waste-reduction, and supplier-consolidation opportunities; propose changes with data.
• Receive all shipments at the dock; verify counts, quality, pricing, and condition against PO/invoice; sign for deliveries. Unload packages from incoming trucks.
• For F&B: check temperatures, freshness, and packaging; apply FIFO labeling and rotation standards.
• Stage and deliver product to designated department locations (kitchens, bars, banquet storage, golf retail stockroom).
• Document nonconforming goods; coordinate returns/credits or replacements with suppliers.
• Maintain accurate receiving logs; assist with cycle counts and month-end physical inventories (F&B, retail, and supplies).
• Restock and rotate product; keep pars updated and trigger reorders as needed.
• Partner daily with Culinary/F&B and Golf Shop on specs, pars, substitutions, and event needs.
• Communicate receiving discrepancies, stock shortages, and material issues to department managers promptly.
• Maintain and share a watchlist of special/critical items and inbound shipments.
• Keep purchasing/receiving records current in the club’s systems.
• Ensure invoices and receivers are properly signed/approved and routed to AP.
• Follow food safety (e.g., HACCP), dock safety, PPE, and equipment operation procedures; maintain MSDS/SDS and temperature logs where applicable.
• Uphold clean, organized loading dock, hallways, coolers/freezers, and storage areas; put away all receiving equipment daily.
• Perform related duties as assigned to support events, inventories, audits, and seasonal needs across departments.

Requirements

REQUIREMENTS

• 3–5 years of purchasing and/or receiving experience in a club, hotel, resort, casino, or high-volume multi-outlet operation.
• Working knowledge of purchasing/club systems and Excel/Google Sheets.
• Familiar with HACCP, FIFO, proper storage temperatures, and basic food specs (protein cuts, produce grades).
• Strong math and reconciliation skills; high accuracy with counts, units of measure, and invoice/PO matching.
• Must be able to operate office equipment such as computer, data entry, email, fax and copier.
• Heavy lifting, carrying, pulling, pushing, etc. of objects weighting up to 60 lbs.
• Must be able to remain on feet standing and walking for up to 8 hours.
• Must be able to sit, squat, reach, bend, stoop and wipe vehicles of all sizes.
• ServSafe Food Handler/Manager (or able to obtain within 30 days).
• Forklift/pallet jack certification (or able to obtain).
• Experience with vendor bidding, rebates, and cost-of-goods controls.
• Bilingual English/Spanish helpful.
• Able to work outdoors, exposure to various weather conditions, heat, cold, wind and rain.
• May be exposed to tobacco smoke, fumes, cleaning supplies, chemicals, toxic substances, noise, sharp tools, and machinery with moving parts.
• Must be able to clearly interact verbally with members and guests.
• Outgoing, friendly, courteous and patient with members, guests and other co-workers.
• Ability to interact daily with members and handle challenging customer relations issues.
• Must have professional appearance; follow grooming standards and uniform policies.
• Must have a valid driver license at all times and capable of driving a golf cart.
• Must be able to work various shifts, including nights, weekends and holidays. 

Additional Eligibility Qualifications

Relevant training certifications in industry topics helpful.

Work Authorization/Security Clearance 

Proof of eligibility to work in the United States.

Criminal, Civil background clearance.

PHYSICAL REQUIRMENTS

Work Environment

This job operates in a professional club environment. This role has standard office equipment such as computers, phones, photocopiers, and filing cabinets. To include, but not limited to clubhouse offices, exterior grounds of the facility, parking garage, and other places. 

Physical Demands

Ability to lift 40 pounds is necessary for moving material and equipment; ability to stoop and kneel is necessary for accessing files; and necessary vision/sight ability to read documents and computer monitors.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must possess strength, stamina, and mobility to perform medium to heavy physical work, to work around machines, to climb and descend ladders, to operate a variety of tools and equipment, and to operate a motor vehicle; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone or radio. Frequent walking in operational areas to identify problems or hazards. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard, calculator and to operate tools and equipment. Incumbents in this classification bend, stoop, kneel, reach, and inspect work sites. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 40 pounds or heavier weights with assistance and/or the use of proper equipment.

AAP/EEO Statement

Hideaway Golf Club provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.