Purchasing Supervisor (200)

ABOUT US

At Zachry Hospitality, we are passionate about hospitality and excellent customer service. Our hotel surrounds itself with team members who share that same passion. We take care of our guests and team members as family, within a culture of service where we do the right thing because it is the right thing to do. Our core values are at the center of every decision we make:

Every Person Matters

Together We Can Do Great Things

This Is More Than a Job

BENEFITS:

• Company paid short-term and long-term disability.
• Medical, dental and vision insurance
• Fidelity 401K retirement plan with employer matching up to 6% of contribution
• Hilton Hotel Travel Discount Program
• Paid Time Off (PTO)
• Free Meal
• Free annual VIA bus pass
• Quarterly Incentive Bonus
• Referral Bonus Incentive Program
• Team Member Assistance Program

JOB PURPOSE:

The Purchasing Supervisor supports the hotel’s purchasing and storeroom operations by assisting with the procurement, receiving, storage, and distribution of goods needed for hotel operations. This role ensures accurate processing of purchase orders, maintains organized inventory systems, and communicates effectively with vendors and internal departments. The Purchasing Supervisor plays an essential role in ensuring cost-effective purchasing and smooth operational flow within a full-service hotel.

ESSENTIAL FUNCTIONS:

• Prepare, issue, and track purchase orders based on approved departmental requisitions.
• Assist in requesting bids or pricing from vendors to secure best value.
• Follow up on order status, delivery timelines, and vendor confirmations.
• Maintain professional communication with suppliers regarding availability, product specifications, and order adjustments.
• Receive and verify deliveries to ensure accuracy in quantity, quality, and specifications.
• Inspect items for damage, spoilage, or incorrect products and report discrepancies promptly.
• Document receiving information thoroughly and accurately in the purchasing system.
• Coordinate returns, credits, and replacement orders when needed.
• Store received products properly, ensuring correct labeling, rotation, and placement.
• Follow FIFO procedures to maintain freshness and minimize waste.
• Assist in maintaining par levels for essential hotel supplies and communicate shortages or overages.
• Participate in physical inventory counts and assist with reconciling variances.
• Fulfill internal requisition orders for various departments such as Housekeeping, Engineering, and Food & Beverage.
• Assist with locating, retrieving, and distributing needed supplies.
• Ensure supply areas are clean, organized, and safely maintained.
• Provide timely communication on expected deliveries or supply delays.
• Maintain accurate files of purchase orders, invoices, packing slips, and vendor correspondence.
• Enter data into the hotel’s purchasing or inventory system with precision.
• Match invoices to POs and receiving documents for proper accounting processing.
• Support the Purchasing Manager with reports, audits, and system updates as required.
• Assist with the upkeep and cleanliness of, the receiving areas, and storerooms.
• Assist in monitoring product usage to support cost-control efforts.
• Ensure compliance with hotel purchasing policies, safety standards, and sanitation guidelines.
• Provide general administrative and operational support to the Purchasing Department and leadership team.
• Perform other duties as assigned to support the hotel’s purchasing and operational needs.
• Maintain reliable and consistent attendance as an essential function of the role.

EDUCATION & EXPERIENCE:

• High School Diploma or equivalent required.
• Previous experience in purchasing, receiving, or storeroom operations preferred.
• Hospitality or full-service hotel experience preferred.
• Experience with inventory or procurement systems preferred.
• Training or coursework in supply chain, business, or purchasing preferred.