Purchasing Coordinator

Reports to: Purchasing Coordinator

Supervises: No supervisory duties are included in this position.

Classification: Exempt or Non-Exempt (based on club designation)

Experience

• High school diploma or equivalent required
• Associate’s or Bachelor’s degree in business, hospitality, or related field preferred
• Minimum of two (2) years of purchasing, procurement, or inventory experience required
• Country club, hospitality, or food & beverage purchasing experience required

Job Knowledge, Core Competencies and Expectations

• Knowledge of purchasing procedures, inventory control, and vendor management
• Ability to negotiate pricing and terms with vendors
• Strong organizational and recordkeeping skills
• Ability to analyze pricing, usage, and cost trends
• Knowledge of basic accounting and invoice processing
• Proficiency with purchasing software, inventory systems, and Microsoft Office
• Ability to communicate effectively with vendors and internal departments
• Knowledge of and ability to perform required role during emergency situations

Job Summary (Essential Functions)

Coordinate purchasing activities to ensure timely, cost-effective procurement of goods and services while maintaining quality standards and supporting efficient club operations.

Job Tasks / Duties

• Purchase food, beverage, supplies, equipment, and services according to club policies
• Maintain approved vendor lists and manage vendor relationships
• Obtain quotes, compare pricing, and negotiate terms as appropriate
• Process purchase orders and track order fulfillment
• Receive, review, and reconcile invoices with purchase orders and deliveries
• Coordinate with department heads to forecast needs and maintain inventory levels
• Monitor inventory usage and minimize waste or shortages
• Maintain accurate purchasing records and documentation
• Ensure compliance with budget guidelines and internal controls
• Support audits and financial reporting as needed
• Communicate delivery issues or discrepancies to vendors and management
• Attend meetings and training sessions as required
• Perform other duties as assigned by management

Licenses and Special Requirements

• Valid driver’s license (if required for receiving or vendor visits)

Physical Demands and Work Environment

• Primarily office-based with occasional warehouse or storage area activity
• Ability to lift and move supplies up to 40–50 pounds occasionally
• Ability to stand, walk, bend, and reach as needed
• Exposure to typical office and receiving dock environments