Purchasing Supervisor

CRITICAL TASKS

General Procurement

• Work with suppliers to resolve discrepancies between invoices and actual received merchandise, and report to manager/supervisor as necessary.
• Lock and unlock secure merchandise storage areas.
• Reconcile shipping invoices and receiving reports to ensure count accuracy.
• Order packaging, raw materials, and supplies as needed.
• Receive, unload, and process deliveries and account for incoming freight based on invoice and receiving reports.
• Verify and track received inventory and complete inventory reports and logs.
• Oversee return process by verifying counts, shipping addresses, labels, etc.
• Check in merchandise, report bad pallets, print and place slot labels, and check current inventory levels.
• Conduct inventory audits to determine inventory levels and needs.
• Notify manager/supervisor of low stock levels in a timely manner.
• Receive and stage merchandise by department, mark appropriately for placement in facility, and deliver merchandise to appropriate department.
• Troubleshoot vendor delivery issues.

Finance

• Maintain clear and organized records to ensure all reports and invoices are filed and stored properly.
• Calculate figures for food inventories, orders, and costs.

• Maintain up-to-date knowledge of company safety programs within assigned area of responsibility (e.g., food, retail), as well as all local, state, and federal regulations.
• Monitor PAR levels for all food items to ensure proper levels.
• Inspect deliveries and date times to verify freshness, cleanliness, consistency, and quality throughout case lots.
• Refuse acceptance of damaged, unacceptable, or incorrect items, track refusal of items, and communicate to appropriate management.
• Check weights of all items as compared to order and billing.
• Complete and maintain required departmental paperwork, such as throwaway record sheets, invoices, and assignment notices.
• Adhere to food safety and handling policies and procedures, such as First In-First Out (FIFO) and Cold Chain compliance, across all food-related departments or areas.
• Identify and remove merchandise that is outdated, distressed, or unacceptable in appearance to ensure quality and freshness.
• Complete and maintain up-to-date logs for food products.
• Receive deliveries, store perishables properly, and rotate stock.
• Maintain the sanitation standards of the food storeroom and walk-ins.

Office - Stocking/Receiving

• Organize and maintain filing systems.
• Print, organize, and separate various necessary documents, summarize relevant information, and distribute information to appropriate employees.

Guest Relations

• Assist other employees to ensure proper coverage and prompt guest service.

Communication

• Talk with and listen to other employees to effectively exchange information.
• Provide assistance to coworkers, ensuring they understand their tasks.
• Speak to guests and co-workers using clear, appropriate and professional language.
• Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

Assists Management

• Coordinate tasks and work with other departments to ensure that the department runs efficiently.
• Ensure employee compliance with company standards and policies and external regulations (e.g., safety, OSHA, department-specific procedures such as food standards).
• Ensure that hourly employees are trained on company core values, job roles, responsibilities, and technical and service aspects of the job.
• Serve as a departmental role model or mentor by working alongside employees to perform technical or functional job duties.
• Assist management to ensure that hourly employees have the necessary resources to effectively perform their jobs (e.g., supplies, equipment, and inventory).
• Assign and ensure work tasks are completed on time and that they meet appropriate quality standards.
• Assist management in establishing and communicating goals, performance expectations, timetables and deadlines for shift or departmental operations to hourly employees and ensure that they are understood.
• Collaborate with management to develop and carry-out ideas and procedures and set goals to continuously improve department performance around guest and employee satisfaction scores.
• Listen to hourly employees' suggestions for improving how work is done and how guests are served, gaining management support as needed to act upon suggestions.

Working with Others

• Develop and maintain positive and productive working relationships with other employees and departments.
• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Quality Assurance/Quality Improvement

• Comply with quality assurance expectations and standards.
• Monitor the performance of others to ensure adherence to quality expectations and standards.

Physical Tasks

• Read and visually verify information in a variety of formats (e.g., small print).
• Stand, sit, or walk for an extended period of time or for an entire work shift.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
• Grasp, turn, and manipulate objects of varying size and weight, requiring fine motor skills and hand-eye coordination.
• Move through narrow, confined, or elevated spaces.
• Move over sloping, uneven, or slippery surfaces.
• Move up and down stairs and/or service ramps.

Safety and Security

• Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
• Follow Hazardous Material Management Program procedures for handling and disposing of chemicals, fertilizer, pesticides, blood borne pathogens, etc., including using Material Safety Data Sheets (MSDS).
• Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.
• Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.
• Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.
• Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury.
• Follow property specific procedures for handling emergency situations (e.g., evacuations, medical emergencies, natural disasters).
• Complete appropriate safety training and certifications to perform work tasks.

Policies and Procedures

• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Maintain confidentiality of proprietary materials and information.
• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested.

• High school diploma/G.E.D. equivalent
• At least 2 years of related work experience
• At least 1 year of supervisory experience

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