Purchasing Assistant

JOB SUMMARY The Expeditor is responsible for ensuring that a business has the supplies and inventory it needs to function according to schedule. Their duties include communicating with suppliers about the status of supplies, problem-solving to reduce the impact of late shipments and submitting purchase orders to vendors. The Expeditor helps enhance the efficiency of business processes, particularly the delivery of supplies. ESSENTIAL JOB FUNCTIONS   This description is a summary of primary responsibilities and qualifications.  The job description is not intended to include all duties or qualifications that may be required now or in the future.  The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.   Work with different heads of department to monitor inventory levels, assess supply vendors and ensure delivered supplies meet quality standards. Contact vendors, place orders, verify supplies, manage supply requisition and communicate with suppliers to determine expected delivery dates and inform Project Managers of potential delays. Maintain production schedules for ongoing projects, assign materials and Crew Members to reduce cost, boost productivity and prevent delays that can affect delivery. Ensure interdepartmental communication for improved coordination of productive operations. Monitor project delivery timelines, check work quality against company requirements and specifications and ensure compliance with regulations. Collaborate with Project Managers for updates on delivery timelines. Compile, record and report project performance and progress to management and key stakeholders. Submit POs to vendors, review acknowledgements or confirmations. Address and resolve discrepancies. Review vendor payment terms. Process proforma invoices for payment. Create and update shipping reports. Monitor order progress and troubleshoot any issues that arise. Coordinate order deliveries according to project installation schedule. Obtain freight quotes. Receive and post vendor invoices. Manage warehouse reporting of on-site inventory, maintaining accurate records of receiving docs and balances, provide inventory reports. Administrate PO data to maintain notes and actual receipt dates on purchase orders, to aid in accurate reporting data. Assist project management team with scheduling equipment, storage and hotel transfers. Follow purchasing procedures in accordance with company guidelines.                         KNOWLEDGE, SKILLS & ABILITIES   Driftwood may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below, when applicable   Proven experience as an Expeditor or in a similar procurement role. Strong knowledge of procurement best practices, market trends, and supplier management. Proficient in using procurement software and tools. Excellent verbal and written English communication and listening skills. Ability to read and communicate verbally and in writing and prepare complex occupancy reports. Strong computer skills in MS Word, Excel, PowerPoint with an understanding of the hotel systems preferred. Bi-lingual preferred     PHYSICAL DEMANDS   Ability to stand and move throughout front office and continuously performs essential job functions. Lifting up to 25 pounds maximum. Occasional twisting, bending, stooping, reaching, standing, walking. Frequent talking, hearing, seeing and smiling.