Purchasing & Inventory Assistant
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About this role
We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.
Job Summary
The Purchasing & Inventory Assistant is a multi-faceted role critical to the smooth daily operations of a large private ranch. This position balances precise inventory management and local procurement with high-touch hospitality and administrative support. The ideal candidate is highly organized, detail-oriented, tech-savvy, and possesses a strong service-oriented mindset to support staff, and assist with the day-to-day needs.
Responsibilities & Duties
Inventory & Procurement Support (40%)
- Digital Inventory Management: Use Sortly to input new inventory, tag items, and track assets accurately.
- Tracking & Logging: Use Smartsheet to log product purchasing status, delivery dates, perform the initial scan of received goods, and provide weekly progress updates.
- Financial Tracking: Scan, track, and log receipts and purchasing expenses using Ramp.
- Stock Optimization: Recommend minimum/maximum stock levels; review new storeroom requests for correct descriptions, units, packaging, and categories.
- Sourcing & Shopping: Research, order, and shop locally for departmental supplies, cleaning products, household equipment, grounds supplies, employee snacks, breakroom supplies and guest amenities, including groceries, specialty culinary items, and household provisions.
- Fit-Ups: Assist with preparing, organization, and staging of furnishings, supplies and other items.
Hospitality & Guest Support (30%)
- Guest Amenities: Assemble SWAG welcome packets, print branded gear tags, and maintain accurate logs of guest sizes, distributions, and inventory. Assist in maintaining the SWAG storefront.
- Errands & Concierge: Conduct personal shopping, grocery runs, and specialized errands for clients and guests.
- Wardrobe Care: Handle dry cleaning and laundry drop-offs/pick-ups.
- Mail & Parcel Logistics: Manage all incoming and outgoing mail and packages for clients and guests, ensuring prompt delivery to guest spaces.
Event & Departmental Coordination (20%)
- Event Logistics: Support event planning by preparing materials, coordinating logistics, and sourcing unique supplies.
- Vendor & Staff Support: Coordinate local vendor services and facilitate orders and pickups for the staff.
- Cross-Department Collaboration: Support department leads by identifying, and fulfilling ongoing operational needs.
Administrative Support (10%)
- Records Management: Organize digital and physical records, track supply usage, and provide regular updates on purchasing activities.
- Routine Audits: Conduct weekly physical inventory checks to ensure back stock is accurately replenished at optimal times.
- Team Alignment: Maintain positive, productive, and collaborative working relationships across all departments.
Qualifications & Skills
- Experience: 2-4 years experience in procurement, luxury hospitality, or high-end administrative support preferred.
- Tech Skills: Demonstrate proficiency with inventory tracking, expense management platforms (e.g. Sortly, Smartsheet, and Ramp, or comparable tools); ability to learn new systems quickly. Strong general digital literacy is required.
- Transportation: Valid driver’s license and a clean driving record for running local errands.
- Discretion: Demonstrate ability to maintain absolute privacy, confidentiality, and discretion regarding high-net-worth clients and guests.
- Judgement & Independence: Exercises independent judgement to resolve non-routine issues within established guidelines under general supervision.
Physical Requirements
- Ability to lift up to 50 lbs.
- Ability to stand for extended periods,
- Perform light manual labor (loading and groceries/supplies, moving supplies)
- Bending, reaching, kneeling, and stooping to organize inventory, storerooms, and back stock
- Ability to drive company vehicle for local errands, deliveries, and pickups, including repeated loading/unloading
- Ability to carry and transport packages, mail, and parcels to guests spaces
- Sitting for extended periods of time when performing digital inventory, tracking, and administrative work
Competencies
- Trustworthiness and Discretion
- Organization
- Attention to Detail
- Communication
- Collaboration
- Resourcefulness
- Service Orientation
We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.
Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.
Company
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