Purchasing/Inventory Control Coordinator

Position Statement:

The Purchasing/Inventory Coordinator performs all aspects of purchasing for the company and managing the inventory, distribution and control of those items. This position is responsible for managing procurement operations, overseeing all vendor deliveries, coordinating waste and sanitation logistics, and ensuring accurate inventory control for the property. This role manages the loading dock, vendor scheduling, fuel deliveries, inventory verification, and sanitation compliance. A key responsibility includes implementing and monitoring a procurement and inventory management system within NetSuite, including scanning items into inventory, tracking levels, and generating automatic reorder alerts. The ideal candidate is highly organized, tech-savvy, and proactive in driving operational efficiency.

Position Summary:

• The Purchasing/ Inventory Control Coordinator must identify the products that are to be purchased, identify the most appropriate supplier for the products, confirm all aspects of pricing, confirm all deliveries and maintain an inventory control database.

• Work with company department managers to determine purchasing needs and requirements for production and office products
• Identify the most appropriate supplier for the designated product, determine availability, perform comparative pricing and negotiate pricing, confirm quality of products and establish delivery requirements/timelines
• Perform all purchasing functions, such as issuing purchase orders (POs), invoice creation, pricing verification, payment authorization, complete entries into accounting system
• Input and maintain online database of all products; maintains daily inventory update
• Identify and resolve any and all issues related to product quality, pricing, delivery, utilization, loss
• Perform inventory cycle counts, spot counts and month end reconciliation process; research any variances and authorize appropriate inventory adjustments
• Update company on any new products that may be more efficient or cost effective, obsolete products, product trends
• Conduct records audit of inventory, adjustments and other metrics and prepare monthly/ quarterly/ annual reports of findings to management
• Compile and submit monthly reports to the Director of Finance and senior management.

Procurement and Inventory Management

• Process purchase orders (POs) based on department needs and in compliance with Finance Department protocols.
• Source goods and services, securing competitive pricing, timely delivery, and quality assurance.
• Implement and manage a procurement system integrated into NetSuite that scans and tracks inventory upon receipt.
• Monitor inventory levels within NetSuite, ensuring system accuracy, and establish automatic reorder alerts when stock reaches minimum thresholds.
• Maintain supplier and pricing databases to ensure up-to-date vendor information.

Loading Dock and Delivery Oversight

• Manage all loading dock operations, including vendor scheduling, access control, and ensuring all deliveries are logged and verified by receiving departments.
• Supervise deliveries, ensuring timely and safe unloading of goods.
• Maintain a structured delivery log with required department sign-offs for accountability.

Waste Management and Dock Sanitation

• Coordinate with Bahamas Waste for timely bin hauling, including waste removal for the Hotel and beach cleaning operations.
• Schedule and oversee beach cleaning bin services to ensure cleanliness and compliance with property standards.
• Supervise Cleaning Masters in maintaining the loading dock area to a high sanitation standard, ensuring regular cleanings and addressing deficiencies immediately.

Fuel Delivery Management – Sun Oil

• Coordinate LPG and diesel deliveries with Sun Oil, ensuring safe transfer and adherence to safety protocols.
• Verify tank inventory levels post-delivery, ensuring physical counts match delivery documentation, with required proper dual sign-offs.
• Maintain accurate fuel inventory records and report variances or discrepancies immediately to Finance and Facilities leadership.

Compliance and Reporting

• Ensure procurement activities comply with company policies, vendor agreements, and budgetary controls.
• Prepare monthly reports detailing procurement activity, inventory levels, fuel usage, vendor performance, and any variances.
• Support Finance in conducting internal audits by providing full procurement trails, including POs, receipts, inventory logs, and approvals.

• Adhere to Finance Policies and Procedures.
• Contribute to team efforts by accomplishing related tasks as needed.
• Have sound knowledge of all facilities and services offered by the property.
• Attend daily departmental meetings.
• Attend all training sessions as scheduled.
• Ensure your workspace is cleaned and sanitized as directed by Goldwynn. (These processes may change from time to time based on seasonality or recommendations from Health and Safety.)
• Practice good hygiene prior to reporting to work and when returning to your assigned workstation. This includes, but is not limited to washing your hands, avoid touching your face, limiting unnecessary physical contact with others, coughing/sneezing into a tissue or the inside of your elbow, and disinfecting frequently used items and surfaces in your work area as directed by Management using company provided cleaning products.
• Wear company issued Personal Protective Equipment such as masks or gloves from time to time as directed by Goldwynn.
• Always comply with Goldwynn standards and regulations to encourage safe and efficient hotel operations.
• Perform any reasonable duties as required.

• To carry out any reasonable tasks requested by the Controller or any member of senior leadership.

Qualifications

• Associate’s degree in business administration, Supply Chain Management, Finance or a relevant field of study is preferred.
• 3+ years of experience in purchasing, inventory management, or facilities logistics; experience with NetSuite ERP strongly preferred.
• Prior experience in purchasing and inventory control management preferably in a hospitality setting.
• Experience and proficient in database management, analyzing and reporting data regarding inventory issues, results, trends, solutions
• Strong organizational skills, ability to multi-task and ability to exercise independent judgment
• Must be detail-oriented
• Demonstrated proficiency in analyzing data, problem identification and resolution and ability to generate clear/concise reports indicating key issues to management/ department heads
• Skilled in Microsoft Programs
• Strong analytical and problem-solving skills
• Highly skilled in math, accounting, and financial processes
• Knowledge of basic fuel delivery protocols and dock safety standards preferred.
• Ability to coordinate across multiple departments and vendors professionally and work well and support the team.
• Amazing time management skills.
• Outstanding written and verbal communication skills.
• Well-groomed, professional appearance.
• A team player with a can-do attitude
• Goldwynn operates a twenty-four (24) hour business. Therefore, you will be scheduled to work shifts, which may change from time to time.