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Purchasing Clerk

General Information

Country/Region
United States of America
Province/City
Washington, DC
Location
Rosewood Washington D.C.
Department
Finance
Job Type
Part-time

Job Description

At Rosewood Washington DC, we offer Competitive Benefits:
  • 401k Plan and after 1 year up to 3% Match
  • Complimentary Meal during your shift
  • Pre-tax commuter benefits
  • A clear career pathway - career advancement opportunities

Relationship Hospitality. It’s in the genes. Some just have it; a natural desire to deliver meaningful and heartfelt experiences. It’s a calling. At Rosewood Hotel Group we work instinctively and from the heart, to master and elevate our craft. Together, we push the boundaries to impart magic into every day. We care for people, and make it our purpose to build long-lasting, genuine relationships. Here, we do what we were born to do. Here, we answer The Calling.

Overview:
This role is responsible for overseeing the purchasing process for the hotel, including ensuring accurate ordering, receiving, processing and maintaining goods and inventory for the property. This role is responsible for organizing and managing the Purchasing Department to the highest professional standards and in accordance to the Standard Operating Procedures of Rosewood. The Purchasing Department provides the procurement services of the hotel and ancillary departments, including product research, negotiations and receiving. Purchasing records are maintained ensuring proper documentation and useful historical data within Birchstreet.

Responsibilities:
• Assist the Director of Finance and Assistant Director of Finance in implementing an Inventory control system through Birchstreet, primarily for Beverage Inventory. This will involve generating barcodes for each item and loading the beginning inventory quantities and dollar values into the Birchstreet system, conducting trainings with F&B managers to help them understand the new Inventory procedures, creating a requisition process, and determining PAR levels for reordering.
• Oversee the Vendor Database for the hotel - ensuring all vendor information is accurate and up to date in both Birchstreet and SunSystems (Vendor contact information, address, tax ID, bank information if applicable, Liquor vendor or not, 1099-MISC status, payment terms, Certificate of Insurance, etc.)
• Oversee the Contract Database for the hotel - ensuring that contracts have been renewed prior to expiration, terms are being followed by both parties, new contracts have gone through the correct approval process and follow Rosewood policies and procedures, and finding opportunities for savings through new contracts.
• Assist the Finance and Purchasing departments in going paperless – reaching out to vendors to switch to digital copies of invoices and statements, ensure all invoices are sent to the Finance department email, attaching invoices to their Purchase Orders within Birchstreet, switch vendors to payments by wire instead of physical checks where possible, etc.
• Conduct monthly purchasing meetings with all Birchstreet users to ensure Purchase Orders are closed in a reasonable time frame, following up on the status of old POs and making sure POs have been created for services used and goods received within the month and are approved by department heads in a timely fashion.
• Conduct monthly inventory spot checks at a minimum to ensure accurate data and prevent loss or theft, putting controls in place to protect inventory and ensure that storage areas are secure and reorganizing as needed.
• Oversee the receiving of goods for the hotel, matching deliveries against purchase orders for the quantity of items, inspecting deliveries for quality (expiration dates, food temperature, damages), and alerting managers of deliveries for removal from the receiving area, reviewing vendor statements for missing invoices or disputes, and checking for accurate account coding on POs.
• Identify vendors who need Use Tax added to their invoices, as well as any payment-term savings that need to be applied (i.e. if 1% discount if paid within 10 days of invoice we need to identify those vendors to ensure prompt payment is made and that the credit is received)
• Assist with the preparation of 1099-MISC forms at the end of the year.
• Communicating with vendors for copies of statements or invoices, credit memos or disputed charges, and communicating payment status updates.
• Send daily/weekly/monthly reports on spending patterns, PO statuses
• For sourcing new items, the purchasing clerk will assist in sourcing at least three quotes for all high value goods
• Prioritizes the purchasing efforts, reviews agreements, searches for new suppliers, recommends change of products, secures samples of new items, checks background of new suppliers including their performance track record
• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
The list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.

Qualifications:
• Experience: Minimum two years’ experience in accounting; prior hotel/resort experience preferred.
• Education: High school diploma; some college preferred.
• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.
• Technical Skills: Ability to input and access information into the Accounting system; ability to maintain concentration and think clearly; ability to prioritize, organize and follow-up; ability to promote positive relations with vendors and staff alike; ability to provide clear and pleasant telephone communication; ability to maintain confidentiality of pertinent hotel data; ability to perform job functions with minimal supervision; ability to remain stationary at assigned post for extended periods of time; ability to focus on details and resolve numerical problems; ability to work cohesively with other departments and co-workers as part of a team.
• Language: Required to speak, read and write English, with fluency in other languages preferred.
• Physical Requirements: Must be able to exert physical effort in transporting 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.
• Licenses & Certifications: None required.
• Payrate: $20.00

About Us

Brilliantly positioned in the heart of Georgetown along the historic C&O Canal, Rosewood Washington, D.C. provides guests with premium access to the vibrant cultural epicenter of the nation’s capital. The hotel’s 57 rooms, including 12 suites and 8 townhouses, combine traditional refinement with a thoroughly modern sense of sophistication. From plush furnishings to intuitive technology, every element has been thoughtfully considered to create comfortable, residential-style living spaces equally suited to business and leisure travel. Wolfgang Puck takes on Washington. Witness the evolution of his acclaimed culinary concept at CUT D.C., which draws on the region's finest farms and fisheries to showcase the variety of the Mid-Atlantic, as well as CUT Bar and Lounge and CUT Above.