Purchasing Assistant

Job Title Receiving Clerk

Reports to Purchasing Director and Executive Chef

Level Some Experience

Job Location Boca Woods Country Club - Boca Raton, FL

Position Type Full-Time

Education Level Undisclosed

Job Shift Any

Job Categories Hospitality

Position Summary:

The Receiving & Inventory Coordinator supports the Clubs purchasing and culinary operations through accurate receiving, inventory control, invoice review, pricing support, and compliance documentation. This role helps maintain product quality, cost accuracy, safe storage practices, and reliable information for purchasing and operational decisions. The coordinator works closely with the Purchasing Director and Executive Chef.

Responsibilities:

- Oversee the organization, dating, rotation, and proper storage of products; maintain clean and orderly coolers, freezers, stockrooms, and receiving areas.

- Coordinate product distribution in accordance with approved requisitions and established procedures.

- Enter and maintain daily requisitions and related inventory records.

- Maintain a clean, safe, and organized environment throughout stockrooms, loading dock, coolers, freezers, and receiving areas.

- Verify deliveries for product quality, temperature, quantity, weight, condition, and consistency with purchase orders.

- Review invoices against purchase orders and received quantities; identify and communicate discrepancies, substitutions, credits, or pricing variances.

- Support invoice processing by matching invoices to purchase orders and receiving records, identifying duplicate or inaccurate charges, and routing documentation for approval in accordance with Club procedures.

- Maintain current product and vendor pricing information; document price changes, compare quoted and invoiced costs, and communicate material variances to the Purchasing Director and Executive Chef.

- Support pricing and cost-control initiatives by maintaining accurate item-cost information and providing purchasing and inventory data as requested.

- Maintain accurate receiving, requisition, invoice, credit, and inventory documentation within the Clubs designated systems.

- Support compliance programming by maintaining required receiving, food-safety, temperature, sanitation, and other operational records as assigned; promptly report potential compliance concerns.

- Communicate professionally with vendors and Club departments to resolve delivery, product, invoice, and documentation concerns.

- Provide accurate operational information and reports to support purchasing, inventory management, budgeting, and cost-control efforts.

- Complete or support required temperature logs and related food-safety documentation for coolers and freezers.

- Review inventory and storage areas before the end of each shift; communicate shortages, overages, damaged product, or other issues that may affect operations.

- Assist with monthly physical inventory counts and help maintain accurate inventory records.

- Other responsibilities as assigned by the Purchasing Director, Executive Chef, and designees.

- Monitor product dates and expiration information and ensure appropriate rotation and removal of expired product.

Requirements:

- Prior experience in receiving, purchasing, inventory, accounts payable support, or food-and-beverage operations is preferred. Must be computer literate and comfortable learning inventory, purchasing, and spreadsheet systems.

Physical Requirements:

- 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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Boca Woods Country Club believes in a culture were the following and practiced and lived by daily.

- Creates a feeling of overall Hospitality, Warmth and Energy through interactions with Members and Staff.

- Responsible for genuine hospitality to all members and guests, that compliments the service-centric culture of the Club.

- Maintains high visibility, regularly communicating and interfacing with Members, both in person and through structured written communications.

- Is a Steward of the Brand, ensuring the intention of the Mission, Vision and Guiding Principles for the Club is understood through actions, practices, processes and through discussions.

- Focused on continued development of a culture in which all staff are committed creating wow moments for Members and guests.

- Greets guests and maintains a visible and approachable presence throughout the operation.

- Responds to member/guest complaints and promptly addresses their concerns.

- As a Team Player of Boca Woods Country Club, the Receiving & Inventory Coordinator must be flexible and is required to perform any job, in whatever capacity, as requested by the General Manager that may be necessary for the smooth operation of Boca Woods Country Club.

Compensation:

- Salary is commensurate with experience.

This is a full-time position eligible for full benefit package such as:

- Medical Insurance

- Dental Insurance

- Vision Insurance

- Company Paid Life Insurance

- Supplemental Life Insurance

- 401(k) Retirement Savings Plan with Company Match

- Vacation Time

- Paid Sick/Personal Time Off

- Holiday Pay

Disclosure Statement:

This position description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.

This document does not create an employment contract, implied or otherwise, other than an at will relationship.