Purchasing Admin

Job Title: Purchasing Administrator

Department: Purchasing

Reports To: Director of Purchasing

FLSA Status: Non-Exempt

SUMMARY:The Purchasing Administrator supports the Purchasing Department in the efficient and timely procurement of goods and services for the hotel and restaurant. This role involves administrative support, order processing, vendor communication, inventory tracking, and ensuring compliance with company purchasing policies. The Purchasing Administrator plays a key role in maintaining accurate records, coordinating with various departments, and ensuring that purchasing operations run smoothly and cost-effectively.

ESSENTIAL FUNCTIONS:

• Process purchase orders, obtain required approvals, and ensure accurate documentation.

• Assist in sourcing suppliers and products as directed by the Director of Purchasing.

• Maintain organized records of invoices, contracts, quotes, and purchase histories.

• Track order status and follow up with vendors to resolve delays, discrepancies, or issues.

• Communicate with suppliers regarding pricing, availability, delivery schedules, and order adjustments.

• Coordinate with internal departments (Culinary, Housekeeping, Engineering, Operations, etc.) to understand purchasing needs and timelines.

• Assist in scheduling vendor appointments, deliveries, and product demonstrations.

• Support inventory management by monitoring stock levels and reporting shortages or overages.

• Assist with regular inventory audits and help investigate discrepancies.

• Compare vendor prices and quotes to support cost-saving initiatives.

• Ensure adherence to approved supplier lists and purchasing policies.

• Ensure all purchasing documents follow company policies, standards, and filing procedures.

• Prepare and maintain spreadsheets, reports, and purchasing logs for departmental use.

• Assist the Director of Purchasing in compiling data for budget tracking and performance metrics.

• Assist in receiving and delivering merchandise as needed.

• Other projects assigned.

QUALIFICATIONS:

• High school diploma required; Associate�s or Bachelor�s degree in Business, Supply Chain, or related field preferred.

• 1�3 years of experience in purchasing, procurement, or administrative support; hospitality experience highly preferred.

• Strong organizational and time-management skills with the ability to prioritize multiple tasks.

• Excellent communication and customer service skills when interacting with vendors and internal teams.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with procurement or inventory software preferred.

• Strong attention to detail and ability to maintain accurate records.

PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to lift up to 80 pounds occasionally.

• Ability to remain mobile, including walking, standing, or sitting for extended periods.

• Frequent use of hands to handle paperwork, operate office equipment, and input data

WORK ENVIRONMENT:The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Work is primarily performed in an office environment but may require visits to storage areas, receiving docks, and operational departments.

• Noise level range from moderate to loud depending on the area of the property.The above job description outlines the primary duties and qualifications for this position. The company reserves the right to modify, add, or remove duties at any time. Employment is at-will and may be terminated with or without cause or notice.