Reports to: Purchasing Manager
Classification: Non-Exempt, Full-Time 

Position Overview

The Purchasing Clerk at Carneros Resort and Spa supports the Purchasing Manager in all resort-wide procurement and inventory functions, including product delivery, distribution, and administrative support. This role combines traditional purchasing clerk responsibilities with physical product running to ensure timely and efficient delivery of goods to all resort departments.

The ideal candidate is organized, communicative, and able to thrive in both administrative and hands-on support roles. This is a high-impact position that supports culinary, beverage, spa, engineering, housekeeping, and retail operations across a 28-acre luxury property.

Key Responsibilities

Administrative Support

• Assist the Purchasing Manager with placing purchase orders, tracking deliveries, and receiving invoices
• Maintain purchasing records and vendor contact logs in purchasing systems and shared documents
• Support accurate data entry in inventory software (e.g., Yellow Dog, MarketMan) for incoming products and transfers
• Organize and file packing slips, receipts, and internal delivery logs for accountability and reporting

Receiving & Inventory Coordination

• Assist with receiving goods at loading docks and verify delivery accuracy
• Organize products in appropriate storage locations following FIFO and safety protocols
• Label and inventory items before distribution to departments
• Support month-end inventory counts and departmental audits as needed
• Document and Temperature check all fridges, freezers and protein delivers to ensure the highest quality of product.

Product Running & Distribution

• Deliver goods to appropriate outlets including kitchens, bars, spa, and housekeeping
• Respond to on-property product requests in a timely and professional manner
• Maintain cleanliness and organization of receiving areas and storage spaces
• Notify Purchasing Manager of discrepancies, product quality issues, or delays in distribution

Cross-Departmental Support

• Communicate regularly with culinary, spa, and housekeeping teams to fulfill operational needs
• Provide support during special events, activations, and seasonal surges
• Serve as a reliable liaison between receiving and department leadership

Qualifications

• 1–2 years of experience in purchasing, warehouse, or hospitality support roles preferred
• Basic understanding of inventory and procurement processes
• Strong attention to detail and ability to follow procedures accurately
• Reliable, professional, and capable of handling confidential information
• Proficient in Microsoft Office and comfortable learning inventory systems
• Valid driver’s license and ability to operate golf carts or delivery equipment (if required)

Schedule & Physical Requirements

• Flexible availability required, including early mornings, weekends, and holidays as needed
• Must be able to lift and transport up to 50 pounds
• Must be able to walk, stand, bend, and climb stairs for extended periods
• Ability to move between buildings and storage areas across the 28-acre property