Purchasing and Receiving Clerk

at  Digby Pines Golf Resort and Spa

TEMPORARY POSITION UNTIL SEPTEMBER 28, 2024

Join our team at Digby Pines Golf Resort and Spa, a full-service resort dedicated to providing extraordinary authentic experiences, inspired and fresh Nova Scotia food & beverage, personalized rejuvenation and wellness, and measurable sustainability. We are committed to delivering exceptional guest service and maintaining high operational standards.
Job Summary:
We are seeking a diligent and detail-oriented Purchasing and Receiving Clerk to oversee the procurement and receipt of goods, supplies, and equipment necessary for the efficient operation of our resort. This position is key to maintaining optimal stock levels, upholding quality standards, and ensuring timely distribution of materials across departments. The role involves coordinating with suppliers, managing purchase orders, inspecting deliveries, and ensuring accurate inventory management. Flexibility is required, with shifts that may include days, evenings, weekends, and holidays.
Key Responsibilities:

Purchasing:

• Coordinate with department managers to identify and fulfill procurement needs, ensuring timely and cost-effective purchasing.
• Create and manage purchase orders, ensuring accurate quantities and specifications according to resort standards and requirements.
• Negotiate pricing and terms with suppliers to achieve the best value and maintain good vendor relationships.
• Monitor market trends and seek out new suppliers to improve cost savings and quality of goods and services.

Receiving:

• Inspect all incoming shipments to verify contents and quality against purchase orders and packing slips, noting any discrepancies or damages.
• Ensure all deliveries are accurately recorded and entered into the inventory management system.
• Maintain an organized receiving area and ensure all goods are stored safely and appropriately to prevent damage or spoilage.

Inventory Management:

• Conduct regular inventory counts and assist with audits to ensure accurate stock levels.
• Manage inventory storage locations and rotate stock to ensure optimal usage and minimal waste.
• Work closely with the accounting department to reconcile inventory discrepancies and ensure accurate financial reporting.

Communication and Coordination:

• Collaborate with various resort departments to anticipate and meet their needs for supplies and materials.
• Communicate effectively with suppliers, vendors, and internal staff to ensure smooth operations and resolve any issues that arise.
• Provide regular updates on inventory status, delivery schedules, and any potential delays to relevant stakeholders.

General Staff Duties:

• Adhere to all resort policies, procedures, and safety guidelines to ensure a safe and productive work environment.
• Participate in regular training sessions, team meetings, and professional development opportunities to stay current on best practices and resort standards.
• Maintain a positive and professional demeanor at all times, providing excellent service to internal and external customers.
• Perform other duties as assigned by management to support the overall operations and success of the resort.

Working Conditions:

Schedule:

• Must be willing to work flexible hours, including days, evenings, weekends, and holidays, as required by the operational needs of the resort.

Environment:

• Primarily operates in a warehouse or storeroom setting but may also involve time spent in other areas of the resort or outdoors, depending on the nature of deliveries and inventory storage. The work environment may include exposure to varying temperatures, humidity, and noise levels.

Physical and Mental Requirements:

Physical Requirements:

• Ability to stand, walk, bend, and lift for extended periods.
• Must be capable of lifting and moving items weighing up to 50 pounds regularly and occasionally up to 100 pounds with assistance.
• Good manual dexterity for handling tools and equipment, as well as for entering data and maintaining records.

Mental Requirements:

• Strong attention to detail and organizational skills to manage multiple tasks, verify deliveries, and maintain accurate records.
• Ability to perform basic mathematical calculations for purchasing, inventory management, and financial reconciliation.
• Must be able to work independently and as part of a team, demonstrating effective communication and problem-solving skills in a fast-paced environment.

Education Requirements:

• High school diploma or equivalent.
• Basic understanding of purchasing and inventory management principles.
• Associate degree in business administration, supply chain management, hospitality management, or a related field is an asset.
• Relevant certifications in purchasing, supply chain, or inventory management (e.g., CPP, CPIM, or CIPP) is an asset.

• Adhere to all resort policies, procedures, and safety guidelines to ensure a safe and productive work environment.
• Participate in regular training sessions, team meetings, and professional development opportunities to stay current on best practices and resort standards.
• Maintain a positive and professional demeanor at all times, providing excellent service to internal and external customers.
• Perform other duties as assigned by management to support the overall operations and success of the resort