Hospitality Inventory & Receiving Specialist

Colonial Williamsburg Foundation; Williamsburg (VA); On-site; USD 32,000 - 46,000; Full time

Job summary

Colonial Williamsburg Foundation in Williamsburg, VA is seeking a Shipping and Receiving Clerk to support daily inventory, ordering, and receiving functions.

You will review inventory levels, place orders, verify deliveries, enter data into BirchStreet and Workday, and maintain accurate records while upholding food-safety and internal-control procedures.

The role requires attention to detail, ability to work independently, and effective communication with vendors and internal teams.

Qualifications

• High school diploma or equivalent.
• At least one year of experience in shipping and receiving, purchasing, inventory control, storeroom operations, administrative support, or a related field.
• Basic proficiency with Microsoft Excel and Outlook.
• Basic mathematical ability, including counting, reviewing quantities and pricing, and performing routine unit conversions.
• Ability to read and accurately interpret purchase orders, invoices, packing slips, inventory records, and product labels.
• Ability to learn and effectively use BirchStreet, Workday, inventory-management systems, label printers, and handheld scanning equipment.
• Effective written and verbal communication skills.

Responsibilities

• Review inventory levels, established par levels, anticipated business volume, and departmental needs to prepare routine product orders.
• Place approved orders for food and beverage products, culinary supplies, chemicals, operating supplies, equipment, and other assigned products.
• Recommend order quantities or adjustments to management based on inventory levels, product usage, availability, and operational needs.
• Communicate professionally with vendors regarding orders, substitutions, shortages, delivery schedules, product availability, credits, and discrepancies.
• Verify delivered products and quantities against purchase orders, invoices, packing slips, and other receiving documents.
• Inspect applicable deliveries for product quality, condition, expiration or use-by dates, and proper receiving temperatures.
• Identify and document shortages, overages, damaged products, unacceptable quality, unauthorized substitutions, and pricing or quantity discrepancies.
• Communicate receiving discrepancies to vendors, the Shipping and Receiving Supervisor, and affected departments.
• Process invoices, receiving records, credits, and related paperwork accurately and within established timelines.
• Enter ordering, receiving, and inventory information into BirchStreet, Workday, Microsoft Excel, and other designated systems.
• Conduct scheduled physical inventories of assigned food, beverage, supply, chemical, and equipment categories.
• Enter inventory counts and assist with researching and reconciling discrepancies or unusual variances.
• Maintain accurate inventory records, item lists, par levels, product descriptions, units of measure, and storage-location information.
• Create, print, replace, and maintain product, shelf, bin, and storage-location labels.
• Prepare routine inventory, receiving, variance, and product-availability reports as requested
• Maintain organized electronic and physical records of orders, invoices, inventory counts, credits, and vendor correspondence.
• Follow established food-safety, sanitation, product-handling, workplace-safety, and internal-control procedures.
• Communicate effectively with culinary teams, department managers, vendors, accounting personnel, and other internal partners.
• Prioritize assignments, manage multiple responsibilities, and complete work independently within established deadlines.
• Perform other related duties as assigned based on operational needs.

Skills

Excel

Outlook

Communication

Inventory

Purchasing

Problem solving

Multi-tasking

Independent work

Education

High school diploma

Tools

BirchStreet

Workday

Label printers

Handheld scanners

Inventory systems

Job description

Colonial Williamsburg Foundation in Williamsburg, VA is seeking a Shipping and Receiving Clerk to support daily inventory, ordering, and receiving functions.

You will review inventory levels, place orders, verify deliveries, enter data into BirchStreet and Workday, and maintain accurate records while upholding food-safety and internal-control procedures.

The role requires attention to detail, ability to work independently, and effective communication with vendors and internal teams.