Purchasing Director

Freestone Lake and Golf•Fairfield, TX

7d•Onsite

About The Position

The Purchasing Director is responsible for the procurement, receiving, and inventory control of all food, beverage, merchandise, and operational supplies for the property. This role ensures that all purchases meet company standards for quality, pricing, and delivery while maintaining accurate purchasing records and inventory levels. The Purchasing Director also oversees receiving operations and ensures that all purchase orders, deliveries, and invoices are properly processed through the property's procurement system.

Requirements

Prior purchasing, procurement, hospitality, or food and beverage experience preferred.
Strong organizational and recordkeeping skills with a high level of attention to detail.
Ability to communicate effectively with vendors, management, and staff.
Proficiency in procurement software such as BirchStreet (or similar systems) and Microsoft Office applications including Word and Excel.
Ability to manage multiple tasks and deadlines in a fast-paced environment.
Regularly required to stand, walk, bend, reach, and use hands to handle materials.
Must be able to lift and/or move up to 25 pounds regularly and up to 50 pounds occasionally.
Must be able to work in receiving areas, walk-in coolers, and freezers.
Vision abilities include close vision, distance vision, and the ability to adjust focus.
Maintain professional appearance and adhere to company dress and grooming standards.
Demonstrate a positive, cooperative, and service-oriented attitude when interacting with coworkers, vendors, and members/guests.
Support a safe, organized, and efficient work environment.

Responsibilities

Procurement & Vendor Management Order all food, beverage, merchandise, and operational supplies required for property operations based on departmental needs and business volume.
Work closely with department heads to forecast purchasing needs and adjust orders as business levels fluctuate.
Establish and maintain vendor relationships approved by management to ensure compliance with company standards for quality, specifications, pricing, and delivery.
Obtain and review competitive bids from vendors as scheduled and maintain current pricing information for departmental reference.
Ensure all purchases are made according to approved specifications and budget expectations.
Receiving & Inventory Control Receive and inspect all deliveries to ensure products meet quality standards and purchase order specifications.
Reject unacceptable goods and process returns or credits as necessary.
Maintain accurate inventory levels based on operational needs, storage capacity, and emergency supply requirements.
Conduct routine checks of walk-in coolers, freezers, and dry storage areas to ensure proper stock levels and food safety practices.
Ensure products are properly stored and rotated according to FIFO (First-In, First-Out) inventory practices.
Purchasing Systems & Recordkeeping Generate and manage purchase orders using the property's procurement software (e.g., BirchStreet or other system).
Review invoices for accuracy prior to submission to Accounting for payment.
Maintain accurate purchasing logs, inventory records, and pricing documentation.
Track purchases in real time and maintain budget awareness for departmental spending.
Communicate any purchasing delays, discrepancies, or vendor issues to the appropriate departments and accounting team.
Operational Support Coordinate vendor deliveries to ensure efficiency and minimize disruption to operations.
Maintain cleanliness and organization in all receiving, storage, and purchasing areas.
Assist with periodic and end-of-period inventory counts and maintain current pricing information for inventory valuation.
Ensure adequate office and operational supplies are maintained to support daily operations.
Maintain accurate records including purchase logs, temperature logs for walk-in coolers, and inventory documentation.
Communication & Coordination Collaborate with the Executive Chef, Golf Professional, General Manager, and department leaders regarding purchasing needs and operational planning.
Maintain open communication with vendors, department heads, and the accounting team regarding purchasing activities and concerns.