Purchasing & Inventory Assistant

Job Summary

The Purchasing & Inventory Assistant  is a multi-faceted role critical to the smooth daily operations of a large private ranch. This position balances precise inventory management and local procurement with high-touch hospitality and administrative support. The ideal candidate is highly organized, detail-oriented, tech-savvy, and possesses a strong service-oriented mindset to support staff, and assist with the day-to-day needs.

 

Responsibilities & Duties

Inventory & Procurement Support (40%)

• Digital Inventory Management: Use Sortly to input new inventory, tag items, and track assets accurately.
• Tracking & Logging: Use Smartsheet to log product purchasing status, delivery dates, perform the initial scan of received goods, and provide weekly progress updates.
• Financial Tracking: Scan, track, and log receipts and purchasing expenses using Ramp.
• Stock Optimization: Recommend minimum/maximum stock levels; review new storeroom requests for correct descriptions, units, packaging, and categories.
• Sourcing & Shopping: Research, order, and shop locally for departmental supplies, cleaning products, household equipment, grounds supplies, employee snacks, breakroom supplies and guest amenities, including groceries, specialty culinary items, and household provisions.
• Fit-Ups: Assist with preparing, organization, and staging of furnishings, supplies and other items.

Hospitality & Guest Support (30%)

• Guest Amenities: Assemble SWAG welcome packets, print branded gear tags, and maintain accurate logs of guest sizes, distributions, and inventory.  Assist in maintaining the SWAG storefront. 
• Errands & Concierge: Conduct personal shopping, grocery runs, and specialized errands for clients and guests.
• Wardrobe Care: Handle dry cleaning and laundry drop-offs/pick-ups.
• Mail & Parcel Logistics: Manage all incoming and outgoing mail and packages for clients and guests, ensuring prompt delivery to guest spaces.

Event & Departmental Coordination (20%)

• Event Logistics: Support event planning by preparing materials, coordinating logistics, and sourcing unique supplies.
• Vendor & Staff Support: Coordinate local vendor services and facilitate orders and pickups for the staff.
• Cross-Department Collaboration: Support  department leads by  identifying, and fulfilling ongoing operational needs.

Administrative Support (10%)

• Records Management: Organize digital and physical records, track supply usage, and provide regular updates on purchasing activities.
• Routine Audits: Conduct weekly physical inventory checks to ensure back stock is accurately replenished at optimal times.
• Team Alignment: Maintain positive, productive, and collaborative working relationships across all departments.

 

Qualifications & Skills

• Experience: 2-4 years experience in procurement, luxury hospitality, or high-end administrative support preferred.
• Tech Skills: Demonstrate proficiency with inventory tracking, expense management platforms (e.g.  Sortly, Smartsheet, and Ramp, or comparable tools); ability to learn new systems quickly. Strong general digital literacy is required.
• Transportation: Valid driver’s license and a clean driving record for running local  errands.
• Discretion: Demonstrate ability to maintain absolute  privacy, confidentiality, and discretion regarding high-net-worth clients and guests.
• Judgement & Independence:  Exercises independent judgement to resolve non-routine issues within established guidelines under general supervision.

 

Physical Requirements 

• Ability to lift up to 50 lbs. 
• Ability to stand for extended periods, 
• Perform light manual labor (loading and groceries/supplies, moving supplies)
• Bending, reaching, kneeling, and stooping to organize inventory, storerooms, and back stock
• Ability to drive company vehicle for local errands, deliveries, and pickups, including repeated loading/unloading
• Ability to carry and transport packages, mail, and parcels to guests spaces
• Sitting for extended periods of time when performing digital inventory, tracking, and administrative work

Competencies

• Trustworthiness and Discretion
• Organization
• Attention to Detail
• Communication
• Collaboration
• Resourcefulness
• Service Orientation