Purchasing Coordinator

The Purchasing Admin is the first point of contact for all Purchasing inquiries and visitors. This role will facilitate the organized functioning of a high volume storeroom warehouse that services all departments in a full service golf, spa, and multiple food and beverage outlet resort. This includes daily tracking, recording and reporting of all incoming and outgoing orders. Will act as a “gatekeeper” to ensure orders are received complete, accurate and timely by inputting detailed data into Excel, the Accounting software (Altec) and the Purchasing Inventory System (Adaco). This person will take initiative in communicating with vendors to resolve any order discrepancies, pricing discrepancies and invoicing discrepancies. Clerical duties include organization of office paperwork, updating necessary reports, answering and directing phone calls, basic accounting functions such as checking invoices and sending necessary emails. This person will function as a team player to ensure Purchasing processes are observed and departmental needs are met throughout the resort.

Essential: 

1. A minimum of two (2) years administrative experience, with a high volume of data entry and computerized systems experience.

2. Proficient in Windows based computer systems to include Word, Outlook and Excel, including the use and application of Microsoft Excel  

3. Experience with computerized Purchasing or Inventory Systems, Adaco preferred.

4. Ability to compute mathematical calculations.

5. Typing skills with the proven ability to accurately and efficiently input data.

6. Ability to focus attention on details, follow up, and remain well organized.

7. Ability to prioritize projects and assignments.

8. Multi task while maintaining a hospitable and professional demeanor.

9. Strong collaboration, organization, and interpersonal skills. 

10. Excellent communication skills, written and oral.

11. Proven ability to maintain accurate, detailed records.

12. Track record exhibits the ability to identify potential problems or issues and initiate pre-emptive solutions. 

Desirable:

1. Previous experience in the hospitality industry.

2. Previous experience in a high volume warehouse or storeroom environment.

3. Accounting experience.

4. Ability to communicate in second language, preferably Spanish.

ESSENTIAL JOB FUNCTIONS:

This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position.  Associates will be required to perform any other job-related duties assigned by their supervisor.

1. Check the accuracy of daily shipments and input invoice and receiving information.

2. Utilize the Purchasing Inventory System to track and record requisition data.

3. Verify partial shipments are completed in a timely manner and follow-up in case of discrepancies.

4. Build positive business relationships with vendors and internal departments to facilitate open communication regarding purchase orders.

5. Greet visitors in person and on the phone. Direct them to the appropriate area or person.

6. Pack, label and ship FedEx outgoing packages.

7. Answer all incoming phone calls and assist caller or defer to appropriate Purchasing Associate when necessary.

8. Maintain files current and organized.

9. Properly handle/maintain sensitive and confidential information

10. Responsible for maintaining Purchasing office stocked with necessary supplies (paper, ink, envelopes, etc).

11. Route resort’s incoming mail to the appropriate department. 

12. Assist and facilitate monthly, quarterly and annual inventories.

13. Type correspondence, memos and reports.

14. Assist in the receiving process when necessary, and in maintaining organized storerooms.

15. Attend designated meetings, take minutes, transcribe and distribute.

The pay for this position is $24/hour.