Part Time Purchasing Agent

Part Time Purchasing Agent

Position Summary

The Receiving Clerk receives, inspects, records, and distributes hotel deliveries accurately and safely. This position protects hotel assets by confirming that products match approved orders and quality standards, maintaining complete receiving records, organizing storage areas, and promptly reporting discrepancies to the Purchasing Supervisor and appropriate department leader.

Essential Duties and Responsibilities

• Receive food, beverage, operating supplies, equipment, packages, and other hotel deliveries at the designated receiving area.
• Verify each delivery against the approved purchase order or authorized request, packing slip, and vendor invoice before acceptance.
• Count, weigh, or measure products as required and confirm brand, size, quality, quantity, condition, price, and delivery date.
• Check temperatures of refrigerated and frozen products using approved equipment; reject or escalate items that do not meet safety standards.
• Inspect products for damage, spoilage, contamination, broken seals, expiration concerns, or unauthorized substitutions.
• Document shortages, overages, damages, price differences, rejected items, substitutions, and vendor credits clearly and promptly.
• Enter accepted deliveries and discrepancies accurately in BirchStreet, then stamp, sign, date, code, scan, or route receiving documents according to hotel procedures and separation-of-duties controls.
• Notify the requesting department that goods have arrived and obtain required signatures when products are transferred or issued.
• Move accepted products promptly to the correct secure storage area and follow labeling, dating, rotation, and first in first out practices.
• Maintain the receiving dock, scales, carts, pallet jacks, storage areas, refrigerators, freezers, and work surfaces in a clean and safe condition.
• Control access to receiving and storage areas and never permit unverified products or unauthorized persons to enter secure areas.
• Assist with inventory counts, cycle counts, stock rotation, shelf organization, and research of receiving or inventory variances.
• Communicate professionally with vendors, drivers, department leaders, Accounts Payable, Security, and other associates.
• Report suspicious activity, attempted unauthorized deliveries, safety hazards, pest concerns, equipment problems, or control violations immediately.

Core Competencies

• Accuracy, reliability, honesty, and close attention to detail.
• Ability to organize multiple deliveries and maintain complete records under time pressure.
• Professional communication and service when working with vendors and hotel departments.
• Basic understanding of receiving controls, product handling, sanitation, and inventory rotation.
• Ability to follow written procedures, identify discrepancies, and escalate concerns appropriately.

Qualifications

• High school diploma or equivalent preferred.
• Previous receiving, warehouse, inventory, grocery, culinary, hospitality, or related experience preferred.
• Basic computer, email, BirchStreet data-entry, and math skills, including counting, weighing, unit conversions, and price verification; prior BirchStreet experience preferred.
• Ability to read purchase orders, invoices, packing slips, labels, dates, and product specifications accurately.
• Food safety certification is preferred when regularly receiving food and beverage products.

Physical Requirements and Work Environment

• Stand and walk for extended periods and frequently bend, reach, push, pull, grip, and use stairs.
• Frequently lift or move items weighing up to 50 pounds, with assistance or equipment when required.
• Work around trucks, loading docks, kitchens, storerooms, refrigerators, and freezers with varying temperatures, noise, and activity levels.
• Safely use carts, pallet jacks, scales, thermometers, ladders, box cutters, and other approved equipment after required training.

Additional Expectations

• Maintain regular and reliable attendance and report to work on time in the required uniform or professional attire.
• Protect confidential business information and follow hotel policies, financial controls, safety procedures, and standards of conduct.
• Perform other reasonable duties as assigned based on business needs.